Establishing secure connection…Loading editor…Preparing document…

Hardsurface Maintenance Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

HARDSURFACE MAINTENANCE AGREEMENT

This Hardsurface Maintenance Agreement ("Agreement") is made effective as of by and between Client Name: with Address: , and Contractor Name: with Address: .

RECITALS

WHEREAS, Client owns, controls, or occupies certain hardsurface improvements described herein and desires ongoing maintenance, cleaning, sealing and repair services to preserve appearance and function; and

WHEREAS, Contractor represents that it has the skill, personnel, equipment and insurance to perform hardsurface maintenance services in a professional manner consistent with industry standards; and

WHEREAS, the parties desire to set forth the terms and conditions under which Contractor will provide such services to Client.

SCOPE OF WORK

Tile / Grout Natural stone (granite, travertine, marble) Concrete / Pavers Terrazzo / Polished concrete Other:

SPECIFIC TASKS AND EXCLUSIONS

PAYMENT TERMS

One-time payment Monthly Quarterly Per service

Late payments shall bear interest at on the unpaid balance, plus reasonable collection costs, and invoices not paid within days are subject to service suspension until current.

TERM AND TERMINATION

This Agreement commences on and shall continue until unless earlier terminated in accordance with this Section.

Either party may terminate for material breach following thirty (30) days' written notice if the breach is not cured within that period. Client may terminate immediately for Contractor's failure to maintain required insurance or to correct unsafe work practices.

CONFIDENTIALITY

Contractor acknowledges that it may receive proprietary, confidential or trade secret information of Client in connection with performance. Contractor shall not disclose such information to third parties and shall use the same degree of care it uses to protect its own confidential information, but not less than a reasonable standard of care. Confidential obligations survive termination for a period of two (2) years.

INSURANCE, INDEMNIFICATION AND WARRANTIES

Contractor shall maintain commercial general liability insurance and workers' compensation as required by law, and shall provide certificates of insurance upon Client's request. Contractor shall indemnify and defend Client from liabilities, claims and expenses resulting from Contractor's negligence or willful misconduct in performance of the services, except to the extent caused by Client's negligence.

Contractor warrants that services shall be performed in a professional manner consistent with industry standards for hardsurface maintenance. EXCEPT FOR THE EXPRESS WARRANTY ABOVE, CONTRACTOR DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

ACCESS, MATERIALS, AND SAFETY

Client shall provide reasonable access to premises and disclose known conditions that could affect performance. Contractor shall supply its own labor, tools, equipment and materials unless otherwise stated in this Agreement. Contractor shall comply with applicable safety laws, use warning signage when required, and promptly remove waste and residues generated by its work.

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the state specified below. Any dispute arising out of or relating to this Agreement shall be resolved by binding arbitration conducted in the county in which the Client's property is located, unless the parties mutually agree otherwise.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including all attachments, exhibits and accepted change orders, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior negotiations, representations or agreements. No amendment shall be effective unless in writing and signed by both parties.

MISCELLANEOUS PROVISIONS

Neither party may assign this Agreement without the other party's prior written consent, except that Contractor may assign to an affiliate or as part of a sale of substantially all its assets. Notices shall be in writing and delivered to the addresses set forth above or to updated addresses provided in writing.

Client

Printed Name:

By:

Date:

Contractor

Printed Name:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What a Hardsurface Maintenance Agreement Covers

A Hardsurface Maintenance Agreement is a written contract that sets the terms for cleaning, sealing, repair, and routine upkeep of non-porous surfaces such as tile, stone, concrete, laminate, and sealed wood. It typically defines the scope of work, service frequency, materials and equipment to be used, performance standards, pricing and payment terms, site access and safety protocols, insurance and indemnity provisions, and termination rights. When executed properly it becomes a legally enforceable contract between a property owner or manager and a service provider and may be executed electronically under federal and state e-signature laws including the ESIGN Act (15 U.S.C. ch. 96) and applicable UETA provisions.

Why a Clear Agreement Protects Both Parties

A well-drafted Hardsurface Maintenance Agreement eliminates ambiguity about responsibilities, reduces disputes over surface damage, and sets measurable performance expectations while allocating insurance and liability.

Why a Clear Agreement Protects Both Parties

Who Typically Uses This Agreement

The agreement serves property owners, facility managers, and professional service contractors who maintain floors, countertops, and other hardsurfaces.

  • Property owners and landlords: contract cleaning for leased spaces, common areas, and retail floors.
  • Facility managers: scheduled maintenance, inspections, and vendor accountability for multi-site properties.
  • Service contractors: scope, pricing, and insurance requirements used to standardize proposals and work orders.

It also fits building management companies, healthcare facilities, educational institutions, and commercial tenants that need documented service and risk allocation.

Who Can Sign and Bind the Agreement

Owner / Officer

A business owner, corporate officer, or property owner with authority to bind the entity should sign. Verify signatory authority in corporate resolutions or property management agreements to avoid enforceability challenges.

Authorized Manager

Facility or property managers may sign if delegated authority through written power, contract, or an authorization letter; retain documentation of delegated signing rights with the executed agreement.

Essential Fields to Include

Client Name: Full legal name
Service Provider: Legal business name
Service Address: Street, city, state, ZIP
Scope of Work: Surface types and actions
Schedule: Frequency and start date
Insurance: Policy limits and carriers

Common Risks and Contractual Penalties

Liability Exposure: Property damage claims
Late Payment: Interest or service suspension
Termination Risk: Early termination fees
Insurance Lapse: Contract breach
Noncompliance: Regulatory fines
Dispute Costs: Legal and arbitration fees

Frequent Mistakes to Avoid

  • Vague scope of work that omits surface preparation and acceptable cleaning products, leading to disputes over damage or inadequate performance.
  • Missing or unclear insurance and indemnity language, which can leave owners exposed when contractors cause property damage or injuries.
  • Undefined schedule or inspection criteria that create conflicting expectations about when services occur and how quality is measured.
  • Failing to confirm signatory authority or using initials instead of signed blocks, which can undermine enforceability in contested cases.

How to Complete the Agreement Step by Step

Follow these core steps to populate the agreement accurately and reduce back-and-forth between parties.

  • 01
    Identify Parties: Enter full legal names and contact details for each party.
  • 02
    Define Scope: List surface types, exact services, and excluded items in clear terms.
  • 03
    Set Schedule: Specify start date, frequency, and any seasonal adjustments.
  • 04
    Confirm Signatures: Ensure authorized signers sign and date with corresponding titles.

How to Configure a Digital Signing Workflow

Set up a clear digital workflow to collect e-signatures, route approvals, and archive signed copies reliably.

Field Configuration
Signer Order Sequential or parallel order per contract roles
Authentication Email plus optional SMS code or ID verification
Reminders Auto email reminders after defined days
Storage Automatic PDF archiving with audit trail

Where to Send and How to Store the Signed Agreement

Decide routing and storage conventions before signing to ensure immediate access to executed documents and proof of execution.

  • Send To Owner: Deliver final copy to the property owner's legal or accounting contact.
  • Provide Contractor Copy: Send the contractor a fully executed PDF for job records.
  • File with Manager: Upload to facility management or vendor folder for operations access.
  • Archive: Store signed PDF and audit trail in a secure records system.

Digital Signing and Platform Considerations

Choose a platform that supports legally valid e-signatures, audit trail capture, and secure document storage.

  • Authentication Options: Email link, SMS code, or higher-assurance ID proofing
  • Integrations: CRM, ERP, and cloud storage like Salesforce and Google Workspace
  • Document Formats: PDF and DOCX with tamper-evident audit trail

Ensure the platform you select can meet any industry compliance needs, support the chosen signer authentication level, and retain signed copies per your retention policy.

Key Dates to Include and Monitor

Track contractual and operational dates so services begin on time and notices meet required advance periods.

Effective Date:

MM/DD/YYYY when obligations commence

Service Start:

Planned first service visit date

Billing Cycle:

Monthly or per-service invoicing schedule

Cancellation Notice:

Number of days required for termination notice

Inspection Intervals:

Scheduled quality checks and report dates

Typical Agreement Lifecycle Milestones

A sequential milestone view helps teams coordinate proposal, execution, and ongoing service management.

01

Proposal Delivery

Service proposal and price estimate provided to the property representative.

02

Contract Execution

Agreement signed and fully executed by authorized parties.

03

Initial Service

First maintenance visit and baseline inspection performed.

04

Renewal Review

Evaluate performance and decide on renewal or changes before term end.

Core Clauses That Make the Agreement Work

Include these six clauses to set expectations, allocate risk, and make enforcement straightforward when disputes arise.

Scope of Work

Define surface types, tasks, excluded items, and acceptable materials; attach detailed exhibits or manufacturer care instructions for specialty finishes.

Performance Standards

Specify measurable quality criteria, acceptable tolerances, and methods for remedial action if services fail to meet agreed standards.

Scheduling & Access

State service windows, required site access procedures, keys or badge handling, and notification requirements for tenant-occupied spaces.

Safety & Compliance

Require OSHA-compliant practices, MSDS availability for chemicals, and any site-specific safety or infection-control protocols for sensitive environments.

Insurance & Indemnity

Set minimum liability limits, workers' compensation coverage, and mutual indemnity language to allocate responsibility for third-party claims.

Termination & Remedies

Describe cure periods, termination for convenience or breach, liquidated damages if applicable, and dispute resolution path such as mediation or arbitration.

eSignature Vendor Comparison for Executing This Agreement

Compare common eSignature vendor attributes relevant to executing and storing Hardsurface Maintenance Agreements; signNow is listed first per platform comparisons.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions and Practical Answers

Answers to common legal and operational questions about preparing, signing, and enforcing a Hardsurface Maintenance Agreement.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.