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Maintenance Services Agreement

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MAINTENANCE SERVICES AGREEMENT

This Maintenance Services Agreement (the Agreement) is made and entered into as of by and between Service Provider: , with principal address at , and Client: , with principal address at .

RECITALS

WHEREAS, Service Provider is engaged in the business of providing maintenance, repair, and related facilities services and possesses the personnel, tools, and expertise to perform such services; and

WHEREAS, Client desires to retain Service Provider to provide maintenance services for the equipment, systems, and premises described in this Agreement and Service Provider agrees to provide such services under the terms and conditions set forth herein; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows.

SCOPE OF WORK

Service Provider shall provide preventive maintenance, corrective repairs, inspections, and other services as set forth below. Services include labor, supervision, and standard consumable supplies unless expressly excluded. Service Provider shall perform services in a professional manner consistent with industry standards.

PAYMENT TERMS

In consideration of the services to be provided, Client shall pay Service Provider in accordance with the following terms.

Any undisputed amount not paid within days after the invoice due date shall accrue interest at the lesser of % per month or the maximum rate permitted by law. Client shall reimburse Service Provider for reasonable collection costs, including attorneys' fees, incurred in collecting overdue amounts.

TERM AND TERMINATION

The term of this Agreement shall commence on and continue until unless terminated earlier in accordance with this Agreement.

Either party may terminate this Agreement for material breach by the other party if the breach is not cured within the notice period specified above. Either party may terminate for convenience upon providing the notice specified above. Termination shall not relieve Client of the obligation to pay for services performed and expenses incurred through the effective date of termination.

CONFIDENTIALITY

"Confidential Information" means non-public business, technical, financial or operational information disclosed by one party to the other, whether orally, in writing or by inspection. The receiving party shall: (a) hold Confidential Information in confidence using at least the same degree of care it uses to protect its own confidential information but no less than reasonable care; (b) use Confidential Information solely to perform obligations under this Agreement; and (c) not disclose Confidential Information to any third party except to employees, agents or subcontractors with a need to know who are bound by obligations of confidentiality no less protective than those in this Agreement. Confidential Information does not include information that is or becomes publicly available through no breach by the receiving party, was already known to the receiving party without restriction, is rightfully received from a third party without restriction, or is independently developed without use of the disclosing party's Confidential Information.

INSURANCE; LIABILITY; INDEMNIFICATION

Service Provider shall maintain insurance customary for the scope of work, including commercial general liability and workers' compensation as required by law. Except for willful misconduct or gross negligence, neither party shall be liable to the other for consequential, incidental, special or punitive damages. Service Provider shall indemnify and hold Client harmless from claims arising out of Service Provider's negligence or breach of law in performing services. Client shall indemnify Service Provider for claims arising from Client's negligence, misuse of equipment, or failure to disclose known hazards.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction selected by the parties. The parties agree that any dispute arising under this Agreement shall be resolved in the state or federal courts located in the selected jurisdiction unless the parties agree in writing to another forum.

ENTIRE AGREEMENT

This Agreement, including any exhibits, attachments or written change orders signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, representations and understandings, whether written or oral. No amendment or modification shall be effective unless in writing and signed by authorized representatives of both parties.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below or to such other address as either party may designate by notice. Notice is effective upon receipt when delivered personally, by nationally recognized overnight courier, or by certified mail, return receipt requested.

MISCELLANEOUS

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. The parties are independent contractors and nothing herein creates an employment relationship, joint venture, or partnership. Neither party may assign this Agreement without the prior written consent of the other, except that Service Provider may assign to an affiliate or to a purchaser of substantially all its assets.

Service Provider

Printed Name:

By:

Date:

Client

Printed Name:

By:

Date:

Enter text✕

What the Maintenance Services Agreement Is and When It Applies

A Maintenance Services Agreement is a written contract that defines ongoing or periodic maintenance, repair, inspection, and support services for equipment, facilities, or property. It sets the scope of services, performance standards, response times, pricing and payment terms, duration, renewal and termination rights, and liability limits. The agreement allocates responsibilities between the service provider and the client, documents service-level expectations, and provides a contractual basis for change orders, warranties, and dispute resolution for the term of the engagement.

Why a Formal Maintenance Services Agreement Matters

A clear maintenance contract reduces operational ambiguity, protects both parties against disputes, and documents service levels that affect downtime and costs. It establishes remedies for missed obligations and clarifies invoicing and insurance expectations, which supports predictable budgeting and risk allocation.

Why a Formal Maintenance Services Agreement Matters

Typical Users and Roles for This Agreement

The Maintenance Services Agreement is used by owners, facility managers, contractors, and vendors to formalize ongoing service relationships.

  • Facilities managers and property owners who need scheduled maintenance and documented response times for assets
  • Service companies and subcontractors that provide preventive maintenance, emergency repairs, or technical support services
  • Procurement, legal, and finance teams that require clear payment terms, warranties, and liability protections

Use this template when parties agree to recurring work cycles, scheduled inspections, or long-term support commitments.

Core Sections to Include in a Professional Agreement

A robust maintenance agreement organizes obligations, timelines, and remedies into clearly labeled sections so both parties understand expectations and limits of liability.

Scope of Work

Describe tasks, equipment covered, exclusions, and frequency of maintenance visits; attach technical specs or exhibits when needed for clarity.

Service Levels

Specify response times, uptime or availability targets, escalation steps, and penalties or credits for missed service-level objectives.

Payment Terms

State fees, invoicing cadence, late payment interest, and any retainers, pass-through costs, or reimbursable expenses.

Term & Renewal

Define initial term, automatic renewal conditions, notice periods for nonrenewal, and early-termination rights and fees.

Liability & Insurance

Allocate indemnity responsibilities, limit damages where appropriate, and require certificates of insurance with minimum coverage levels.

Change Orders

Include a written change-order process for scope additions, pricing adjustments, and approvals to prevent disputes over extra work.

Simple Sequential Steps to Complete the Agreement

Follow these steps to prepare, review, and finalize a Maintenance Services Agreement efficiently.

  • 01
    Draft: Populate parties, scope, fees, and term.
  • 02
    Review: Confirm service levels, insurance, and exclusions.
  • 03
    Approve: Obtain internal signoff from legal and finance.
  • 04
    Sign: Execute digitally or in writing and distribute fully executed copies.

Common Digital Workflow Settings for eSigning

Configure a digital workflow that matches signer order, authentication needs, and post-signature routing before sending documents.

Field Configuration
Signer Order Sequential | Specify signer sequence for approvals
Authentication Email or SMS | Use SMS code for added verification
Reminder Schedule 3 days | Auto-reminders at configurable intervals
Archiving PDF + Audit Trail | Store completed PDF and metadata

Digital Signing and File Compatibility

Choose an eSignature platform that supports common file types, audit trails, and the authentication level you need.

  • Supported Formats: PDF, DOCX, and HTML are widely accepted for signed agreements.
  • Integrations: Connectors like Salesforce, NetSuite, and Google Workspace help automate routing and storage.
  • Security: TLS in transit and AES-256 at rest protect document integrity and confidentiality.

Configure retention, access controls, and audit records in the platform to meet internal and regulatory requirements.

Typical eSigning Flow for a Maintenance Agreement

The signing workflow should produce a complete record of who signed, when, and what changed during execution.

  • Upload Document: Upload final draft to the signing platform.
  • Place Fields: Insert signature, date, and initial fields where required.
  • Invite Signers: Send secure links or email invitations to each party.
  • Complete & Archive: Collect signatures, generate audit trail, and store final PDF.

Key Dates and Notice Periods to Track

Track activation, recurring service windows, renewal deadlines, and notice periods to avoid lapses or unintended renewals.

Effective Date:

Date the agreement begins; starts obligations and warranties.

Service Start:

First scheduled maintenance or mobilization date.

Inspection Schedule:

Dates or intervals for recurring inspections or preventive tasks.

Renewal Notice:

Time required to decline automatic renewal, typically 30–90 days.

Termination Notice:

Advance notice required for early termination, often 30–60 days.

Common Preparation Mistakes to Avoid

  • Vague scope descriptions that lead to disputes about whether specific tasks are included or billable
  • Missing or inconsistent signer authority where signers lack corporate authority or delegated power of attorney
  • Unclear payment terms and invoicing cycles that cause late-payment disputes and interrupted services
  • Failure to define exclusions, parts ownership, or who supplies consumables and replacement components

Key Risks and Contractual Consequences

Service Interruptions: Unscheduled downtime and financial losses
Liability Exposure: Claims for property damage or personal injury
Payment Disputes: Late fees, collections, and interrupted service
Regulatory Noncompliance: Violations for regulated equipment or safety codes
Termination Costs: Early termination fees or loss of discounts
Reputational Harm: Customer dissatisfaction and contract loss

Comparing eSignature Options for Executing Maintenance Services Agreements

Below is a concise vendor feature and pricing comparison to consider when choosing an eSignature provider for maintenance contracts.

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 trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions About Using This Agreement

Answers to common legal and signing questions about Maintenance Services Agreements, including eSignature validity and execution issues.


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