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Maintenance Support Agreement

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Software Maintenance and Technical Support Agreement

Maintenance and Technical Support Agreement made on the (date), (the Effective Date), between , a corporation organized and existing under the laws of the state of , with its principal office located at , referred to herein as Customer, and , a corporation organized and existing under the laws of the state of , with its principal office located at , referred to herein as Contractor.

For and in consideration of the mutual covenants contained in this Agreement, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:

1. Support

Contractor will establish and maintain an organization and process to provide support for the , hereinafter called Software, to Customer. Support shall include (i) diagnosis of problems or performance deficiencies of the Software and (ii) a resolution of the problem or performance deficiencies of the Software. Contractor will provide telephone software support on a business day basis. Business day is defined as 6:00 AM through 5:00 PM pacific standard time, excluding holidays and weekends. In addition, Contractor will provide an Internet based support system generally available seven (7) days a week, twenty-four (24) hours a day. Contractor will use its best efforts to cure, as described below, reported and reproducible errors in the Software. Contractor will utilize the following four (4) severity levels to categorize reported problems:

A. Critical Business Impact-Severity One

The impact of the reported deficiency is such that the customer is unable to either use the Software or reasonably continue work using the Software. Contractor will commence work on resolving the deficiency within one (1) hour of notification and will engage staff during business hours until an acceptable resolution is achieved.

B. Significant Business Impact-Severity Two

Important features of the Software are not working properly and there are no acceptable, alternative solutions. While other areas of the Software are not impacted, the reported deficiency has created a significant, negative impact on the Customer's productivity or service level. Contractor will commence work on resolving the deficiency within two (2) hours of notification and will engage staff during business hours until an acceptable resolution is achieved.

C. Some Business Impact-Severity Three

Important features of the Software are unavailable, but an alternative solution is available or non-essential features of the Software are unavailable with no alternative solution. The customer impact, regardless of product usage, is minimal loss of operational functionality or implementation resources. Contractor will commence work on resolving the deficiency within one (1) business day of notification and will engage staff during business hours until an acceptable resolution is achieved.

D. Minimal Business Impact-Severity Four

Customer submits a Software information request, software enhancement or documentation clarification which has no operational impact. The implementation or use of the Software by the Customer is continuing and there is no negative impact on productivity. Contractor will provide an initial response regarding the request within one (1) business week.

If it is determined that the problem was not related to the supported Software, the Customer agrees to pay reasonable travel and lodging expenses in addition to Contractor's standard consulting rates. Travel time will be charged at consulting rates.

2. Maintenance

During the term of this Agreement, Contractor will provide the Customer with copyrighted patches, updates, releases and new versions of the Software along with other generally available technical material. These maintenance materials including the Software may not be used to increase the licensed number of versions or copies of the Software. The Customer agrees not to use or transfer the prior version but to destroy or archive the prior version of the Software. All patches, updates, release and new versions shall be subject to the license Agreement related to the Software.

3. Warranty

Contractor will undertake all reasonable efforts to provide technical assistance under this Agreement and to rectify or provide solutions to problems where the Software does not function as described in the Software documentation, but Contractor does not guarantee that the problems will be solved or that any item will be error-free. This Agreement is only applicable to Contractor Software running under the certified environments specified in the release notes for that product. Contractor will provide the Customer with substantially the same level of service throughout the term of this Agreement. Contractor may from time to time, however, discontinue Software products or versions and stop supporting Software products or versions one year after discontinuance, or otherwise discontinue any support service. THE FOLLOWING WARRANTY IS IN LIEU OF ALL OTHER WARRANTIES, CONDITIONS OR PROMISES TO CUSTOMER OR ANY THIRD PARTY, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, OR ARISING BY STATUE, LAW, COURSE OF DEALING, CUSTOM AND PRACTICE OR TRADE USAGE. EXCEPT AS PROVIDED ABOVE, THE SERVICES AND MAINTENANCE ARE PROVIDES AS IS. Contractor's liability shall not exceed the fees that Customer has paid under this Agreement. Contractor is not liable for incidental, special or consequential damages for any reason (including loss of data or other business or property damage), even if foreseeable or if Customer has advised of such a claim. Customer agrees that the pricing for the services would be substantially higher but for these limitations.

4. Term

This Agreement shall start on the Effective Date stated above. This Agreement shall run for a period of one (1) year from the Effective Date and shall automatically renew for consecutive one (1) year periods unless either party provides written notice of termination within sixty (60) days prior to the anniversary date of the Effective Date. Payment for each renewal term shall be due on the renewal date at the current rates for support of the Software. This Agreement may be terminated for non-payment or material breach. Fees paid or due are non-refundable unless Contractor has materially breached this Agreement and has failed to cure the breach after 30 days written notice.

5. 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.

6. 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.

7. Governing Law

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

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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 Support Agreement Covers

A Maintenance Support Agreement is a contract that defines ongoing technical, operational, or facilities support for a product or service. It sets the scope of maintenance tasks, response and resolution timeframes, fees or retainer arrangements, escalation procedures, and termination conditions. The agreement clarifies responsibilities for routine updates, preventive maintenance, emergency repairs, and software patches where applicable. It also establishes performance expectations, reporting obligations, and remedies for missed service levels so both parties have a clear record of duties and dispute resolution paths.

Why a Clear Maintenance Support Agreement Matters

A written agreement reduces dispute risk, documents service levels, and fixes pricing and response commitments in a stable record for both parties.

Why a Clear Maintenance Support Agreement Matters

Who Typically Uses a Maintenance Support Agreement

Organizations and vendors use these agreements to govern recurring support, allocate risk, and document service expectations before work begins.

  • IT departments and managed service providers that supply software updates, monitoring, and incident response for enterprise systems.
  • Facilities or equipment vendors responsible for preventive maintenance, repairs, and parts replacement under a vendor relationship.
  • Legal and procurement teams that need documented terms to control costs, warranty interactions, and termination rights.

The agreement helps purchasing, operations, and legal teams coordinate responsibilities, avoid scope creep, and measure vendor performance.

Step-by-Step: Completing a Maintenance Support Agreement

Follow this sequence to prepare, approve, and execute the agreement with clarity and fewer revisions.

  • 01
    Draft: Outline scope, SLAs, fees, and term.
  • 02
    Review: Legal and procurement review for risk allocation.
  • 03
    Negotiate: Address exceptions, warranties, and indemnities.
  • 04
    Execute: Sign, date, and distribute fully executed copies.

Essential Clauses to Include

A professional Maintenance Support Agreement contains clauses that assign responsibilities, measure performance, and manage change.

Scope

Clearly define included and excluded services, covered locations or systems, and any deliverable descriptions to avoid ambiguity during performance.

Service Levels

Set measurable response and resolution times, uptime targets where applicable, and prioritization rules for incidents or outages.

Term & Renewal

Specify initial term, automatic renewal mechanics, and notice periods for nonrenewal or cancellation to prevent unintended extensions.

Fees & Payment

Detail fee structure, invoicing schedule, expense reimbursement, escalation of rates, and remedies for late payment.

Liability & Indemnity

Limit liability where possible, address third-party claims, and include insurance requirements tied to the scope of services.

Change Management

Include a process for change orders, scope additions, and approval thresholds to control ad hoc work and billing.

Required Information and Metadata

Agreement ID: Unique contract identifier
Effective Date: MM/DD/YYYY format
Parties' Legal Names: Exact registered names
Primary Contact: Name, phone, email
Billing Terms: Invoice schedule
Confidentiality: NDA or data handling

Where to Send and How Execution Works

Execution depends on your workflow: choose whether both parties sign electronically, use in-person signing, or require notarization.

  • Upload: Host contract PDF for signature routing
  • Assign Fields: Place signature, date, and initial fields
  • Authenticate: Select signer authentication level
  • Distribute: Deliver executed copies to all parties

How to Configure an Online Signing Workflow

Set up a repeatable eSigning workflow to standardize execution and retention of Maintenance Support Agreements.

Field Configuration
Authentication Email link, SMS code, or KBA
Notifications Automated reminders and emails
Templates Prepopulate core clauses and parties
Retention Auto-archive signed copies and audit trail

Digital Signing and Delivery Considerations

Choose a platform that meets your authentication, audit trail, and record-retention needs for enforceability.

  • Integrations: CRM and storage connectors
  • Formats: PDF, DOCX support
  • Security: AES-256 and TLS

Ensure the vendor supports required compliance standards, optional notarization workflows, and long-term archival of signed agreements.

Typical Deadlines and Notice Periods

Agreements commonly include fixed notice periods and response time commitments that affect renewals, terminations, and cure opportunities.

Initial Term:

Commonly 12 months or as negotiated

Renewal Notice:

60 days prior to expiration typical

Termination for Convenience:

30 to 90 days notice depending on clause

Notice to Cure:

Often 30 days to remedy breach

SLA Response:

Measured in hours for priority incidents

Key Milestones in Agreement Lifecycle

Track milestones from negotiation through post-termination to ensure compliance with notice and renewal requirements.

01

Negotiation Complete

Final draft approved by both parties and legal counsel

02

Execution

Agreement signed and effective on the Effective Date

03

Performance Review

Periodic SLA reviews and reporting as scheduled

04

Renewal or Exit

Send renewal or termination notices per contract

Common Mistakes to Avoid

  • Vague scope language that allows scope creep and billing disputes over what is covered under maintenance.
  • Missing service-level definitions that prevent objective measurement of response and resolution performance.
  • Using informal communications instead of formal change orders for additional work or unexpected requests.
  • Failing to specify backup, data handling, or confidentiality obligations for access to systems and customer data.

Penalties and Contract Risks

Breach Liability: Damages exposure
Service Credits: Credit obligations
Termination Costs: Early termination fees
Data Loss Risk: Remediation costs
Regulatory Risk: Compliance fines
Reputational Risk: Client churn exposure

How a Maintenance Support Agreement Compares to Related Contracts

Compare core differences so you choose the correct contract type and avoid duplicative or conflicting terms.

Criteria Maintenance Agreement Service Level Agreement
Primary Focus ongoing services performance metrics
Term Structure fixed or renewable often term-bound to sla period
Billing retainer or periodic fees may tie to credits/penalties
Detail Level operational tasks and scope detailed kpis and remedies

Real-World Examples of Digital Execution

Organizations use standardized eSigning to speed execution, centralize records, and reduce manual errors when managing maintenance agreements.

Martin Properties

Tim Martin used eSign for property-related maintenance contracts to replace in-person signings.

  • Point: Mobile signing enabled field approvals quickly.
  • Tim Martin reported that online execution maintained compliance and sped contract turnaround without in-person meetings, enabling faster vendor onboarding and consistent record retention for audits.

Xerox

Kodi-Marie Evans integrated eSign with NetSuite to streamline contracts and approvals.

  • Point: Integration automated routing and storage.
  • The integration reduced manual entry, ensured consistent templates, and allowed signed maintenance agreements to be automatically tied to billing and vendor records for reconciliation.

Practical Tips for Accurate and Efficient Completion

Adopt consistent templates and review steps to reduce negotiation cycles and ensure enforceable terms.

Standardize Templates
Use a well-vetted template with fillable fields to minimize drafting errors and speed approvals, ensuring clauses reflect company risk tolerance.
Limit Ambiguity
Quantify SLAs and remedies rather than using subjective terms; attach exhibits for technical details and asset lists.
Log All Changes
Use version control and change order processes to record agreed modifications, preventing disputes over scope or fees.
Preserve Audit Trail
Keep signed PDF copies with audit metadata—timestamps, IP, and signer identity—for enforceability and recordkeeping.

Common eSignature Pricing and Feature Comparison

Basic vendor pricing and feature differences for eSignature platforms used to execute Maintenance Support Agreements. Confirm current plans directly with each vendor.

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

Frequently Asked Questions

Answers to common execution, enforceability, and retention questions for Maintenance Support Agreements.


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