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Maintenance Agreement

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General Form of Inspection and Maintenance Agreement

Maintenance Agreement made on the , between

, a corporation organized and existing under the laws of the state of , with its principal office located at

, referred to herein as Owner, and

, a corporation organized and existing under the laws of the state of , with its principal office located at

, referred to herein as Company.

1. Services Furnished

Company will furnish inspection and maintenance service on the following equipment: , hereinafter called the Equipment, located at

, commencing on and continuing until this Agreement is terminated in writing by either party to this Agreement.

2. Services Covered

The service to be provided under and pursuant to this Agreement will consist of a periodic examination of the Equipment, at least times per year.

Such service will include the making of necessary minor adjustments, cleaning and oiling machines, motors, and controllers, and the greasing or oiling of bearings and guards. Call-back service will consist of

Lubricants and cleaning materials that will be used will consist of

3. Hours of Work

The compensation provided for in this Agreement contemplates all work to be done during regular working hours of regular working days. If overtime becomes necessary, Company's usual overtime rates will be paid in addition to the price named on presentation of invoice.

4. Compensation

A. The service to be provided under and pursuant to this Agreement will be furnished for the net sum of $ per (e.g., week or month) , payable (e.g., weekly or monthly) .

B. Should any repairs or services be required other than those covered by this Agreement, a separate charge will be made upon proper authorization.

5. Liability

Company will not under any circumstances be liable under or by reason of this Agreement directly or indirectly for any accident, injury, breakage, or damage to the Equipment, or any machinery, appliances, or property connected with the Equipment. Company will not, under any circumstances, be liable under or by reason of this Agreement directly or indirectly for any accident or injury to any person or persons whomsoever, except its employees, while around the Equipment, however caused. Company will not be responsible or liable for any loss, damage, detention, or delay in furnishing materials or failure to perform the inspection and maintenance service as provided in this Agreement when caused by fire, flood, strike, acts of civil or military authorities, or by insurrection or riot, or by any other cause that is unavoidable or beyond its control or in any event for consequential damages.

6. Severability

The invalidity of any portion of this Agreement will not and shall not be deemed to affect the validity of any other provision. If any provision of this Agreement is held to be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and effect as if they had been executed by both parties subsequent to the expungement of the invalid provision.

7. No Waiver

The failure of either party to this Agreement to insist upon the performance of any of the terms and conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this Agreement, shall not be construed as subsequently waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred.

8. Governing Law

This Agreement shall be governed by, construed, and enforced in accordance with the laws of the State of .

9. Notices

Any notice provided for or concerning this Agreement shall be in writing and shall be deemed sufficiently given when sent by certified or registered mail if sent to the respective address of each party as set forth at the beginning of this Agreement.

10. Attorney’s Fees

In the event that any lawsuit is filed in relation to this Agreement, the unsuccessful party in the action shall pay to the successful party, in addition to all the sums that either party may be called on to pay, a reasonable sum for the successful party's attorney fees.

11. Mandatory Arbitration

Any dispute under this Agreement shall be required to be resolved by binding arbitration of the parties hereto. If the parties cannot agree on an arbitrator, each party shall select one arbitrator and both arbitrators shall then select a third. The third arbitrator so selected shall arbitrate said dispute. The arbitration shall be governed by the rules of the American Arbitration Association then in force and effect.

12. Entire Agreement

This Agreement shall constitute the entire agreement between the parties and any prior understanding or representation of any kind preceding the date of this Agreement shall not be binding upon either party except to the extent incorporated in this Agreement.

13. Modification of Agreement

Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if placed in writing and signed by each party or an authorized representative of each party.

14. Assignment of Rights

The rights of each party under this Agreement are personal to that party and may not be assigned or transferred to any other person, firm, corporation, or other entity without the prior, express, and written consent of the other party.

15. Counterparts

For the convenience of the parties, this Agreement has been executed in several counterparts, which are in all respects similar and each of which shall be deemed to be complete in itself so that any one may be introduced in evidence or used for any other purpose without the production of the other counterparts. Immediately following endorsement of the consenting parties, counterparts will be furnished to the consenting parties so that each may be advised of the rights, privileges, and benefits that this Agreement confers.

16. In this Agreement, any reference to a party includes that party's heirs, executors, administrators, successors and assigns, singular includes plural and masculine includes feminine.

WITNESS our signatures as of the day and date first above stated.

By:

By:

Enter text✕

What a Maintenance Agreement Is and When it’s Used

A Maintenance Agreement is a contract between a service provider and an owner that defines ongoing maintenance services, scope, response times, payment terms, and performance standards for equipment, systems, or property. It sets expectations for routine inspections, scheduled service, emergency repairs, parts replacement, and service-level metrics. These agreements are commonly used by facility managers, property owners, HVAC and elevator vendors, IT and cloud-service providers, and contractors. When executed properly the document allocates risk, clarifies termination and renewal mechanics, and provides a basis for invoicing and warranty coverage.

Why a Clear Maintenance Agreement Matters

A well-drafted Maintenance Agreement reduces disputes, clarifies liability, and preserves service continuity while documenting pricing and termination conditions. Legal enforceability in the U.S. is supported by the ESIGN Act (15 U.S.C. ch. 96, 2000) for electronic signatures and UETA where adopted; include governing-law and dispute-resolution clauses.

Why a Clear Maintenance Agreement Matters

Who Typically Prepares and Signs This Agreement

Common parties include property owners, facility managers, vendors, and third-party service firms who require recurring maintenance work.

  • Property managers and owners responsible for building upkeep and vendor engagement.
  • Equipment vendors and service contractors providing scheduled and emergency maintenance.
  • In-house maintenance teams or third-party vendors who manage SLAs and invoices.

Each signer should have authority to bind their organization and confirm technical scope, pricing, and termination rights before execution.

Step-by-Step: How to Complete the Maintenance Agreement

Follow these sequential steps to prepare, review, and execute the agreement accurately.

  • 01
    Draft Key Terms: List scope, fees, SLAs, and term.
  • 02
    Assign Roles: Identify responsible contacts for service and billing.
  • 03
    Review Legal Clauses: Include indemnity, limitation of liability, and termination.
  • 04
    Execute and Distribute: Sign, date, and circulate executed copies.

Essential Clauses and Sections Every Maintenance Agreement Needs

A complete agreement balances operational detail with clear legal protections; the following elements are core to enforceability and day-to-day use.

Scope of Services

Defines covered equipment, service frequency, preventive maintenance tasks, and explicit exclusions to prevent scope creep and billing disputes.

Service Levels

Specifies response times, repair targets, uptime expectations, and remedies or service credits for missed performance levels.

Term and Renewal

States initial term, renewal mechanism (automatic or manual), and notice periods required for nonrenewal or termination.

Pricing and Invoicing

Describes fixed fees, per-call charges, parts markup, billing cadence, invoicing details, and late-payment remedies.

Liability and Insurance

Allocates risk, states insurance minimums, and sets caps on consequential damages where permitted by law.

Amendment and Dispute Resolution

Specifies how amendments are executed, governing law, and dispute resolution (mediation, arbitration, or courts).

Information Elements to Protect and Audit

Contact Info: Essential for notices
Equipment IDs: Track covered assets
Service Records: Retention for audits
Pricing Schedules: Referenced for invoices
Insurance Details: Certificate data required
Change Logs: Record amendments

Common Risks and Consequences of Poor Documentation

Ambiguous Scope: Leads to unpaid work
Missing Signatures: May invalidate provisions
Late Notices: Can forfeit remedies
Incorrect Billing: Triggers disputes and delays
Noncompliant Records: Affects audits and claims
No Insurance Proof: Increases exposure

Practical Pitfalls to Avoid When Preparing Agreements

  • Not defining emergency vs. routine work leads to disagreements and possible uncompensated labor for contractors during critical outages.
  • Failing to list excluded parts or consumables results in surprise charges and late payment disputes between parties and client accounting.
  • Using vague termination language can extend an unwanted contract term or leave parties without clear exit remedies and notice timing.
  • Neglecting to align contact and billing information creates delays in service authorization and prevents timely invoicing and payment processing.

Typical Routing: From Request to Completed Service

A consistent workflow reduces lead time and preserves evidence for SLA compliance and billing.

  • Request Intake: Client reports issue via portal or phone.
  • Dispatch: Technician assigned per SLA priority.
  • Service Performed: Work completed, parts logged.
  • Close and Invoice: Report filed and invoice issued.

How to Configure a Digital Maintenance Workflow

Set workflow fields to capture necessary approvals and audit data for each service event or contract change.

Field Configuration
Service Request Form Include asset ID, location, priority
Approval Step Escalate above dollar threshold
Completion Report Attach technician notes and photos
Invoice Trigger Auto-create invoice after close

Digital Signing and Delivery Options

Choose eSignature and document storage options that meet legal, security, and operational needs.

  • Formats: PDF, DOCX, and editable templates
  • Integrations: CRM, ERP, and cloud storage
  • Security: TLS and AES-256 encryption

Platforms should support audit trails, conditional fields, and integrations with systems like Salesforce, NetSuite, or Google Workspace to streamline processing.

Time-Sensitive Elements and Common Deadlines

Track notice periods, renewal deadlines, and payment due dates to avoid unintended renewals or missed remedies.

Notice to Terminate:

Typically 30–90 days before renewal or termination

Renewal Window:

Automatic renewal clauses often require advance opt-out

Invoice Due Date:

Commonly 30 days from invoice date unless agreed otherwise

Warranty Claims:

Follow manufacturer windows for parts replacement

Record Retention:

Retain service logs for audit and warranty support

Key Milestones from Agreement Draft to Ongoing Compliance

Milestones show the contract lifecycle from negotiation through renewals and periodic audits.

01

Negotiation

Agree scope, pricing, and term with stakeholders.

02

Execution

Signatures obtained and copies distributed to parties.

03

Operational Start

Begin scheduled maintenance, log initial inspections.

04

Periodic Audit

Review SLA performance and renew or amend as needed.

eSignature Pricing Snapshot for Maintenance Agreement Workflows

This vendor comparison highlights starting prices and core capabilities relevant to executing and managing Maintenance Agreements electronically.

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 Yes, 7-day trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions About Maintenance Agreements

Answers to common execution, enforcement, and signature-related questions when preparing or signing a Maintenance Agreement.


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