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Subterranean Termite Treatment Service Agreement

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SUBTERRANEAN TERMITE TREATMENT SERVICE AGREEMENT

PREVENTIVE PEST CONTROL

Inspector

5130 2nd St. NW Suite A
Albuquerque NM 87107 Inspection Date

505-792-8380    NMDA Lic. #54254 Treatment Date

pest.post@live.com

CLIENT INFORMATION

NAME

ADDRESS

CITY    ZIP

PHONE

EMAIL

BILLING INFORMATION IF DIFFERENT

ADDRESS

CITY, STATE ZIP

ALT. PHONE

PREVENTIVE PEST CONTROL (hereafter PPC) and , (hereafter the CLIENT), agree on the following.

For a fee of $ plus New Mexico gross receipts tax, PPC agrees to furnish services and materials for the control of subterranean termites at the property location listed above and detailed on a separate but integral inspection graph.

All features, details, hazards and precautions required as details of this service should be understood by the client prior to authorizing the execution of this agreement. Any questions regarding this service such as the products and methods used should be directed to the initial inspector or should be answered by communicating with our service department prior to the date of service.

WARRANTY

A warranty will be established regarding additional required treatments for subterranean termites. This warranty will initially be in place for a period of year(s) from the date of initial treatment expressed above.

Any additional required treatments to the covered structure(s) will be performed without charge to the client during the warranty period. This warranty does not provide coverage or compensation for repair of structure or material goods or any other losses or inconveniences that the client might suffer.

RENEWAL OF WARRANTY

This agreement may be renewed and extended each year after the original treatment warranty has expired. For a fee of $ plus New Mexico gross receipts tax, the warranty benefit described in the preceding paragraph shall be extended for one year from the initial anniversary date.

As part of this fee, the client is entitled to an annual inspection and report on the status of their property. The client will be contacted via mail to remind you of this opportunity. It is ultimately your responsibility to ensure execution of this inspection. PPC reserves the right to amend the annual renewal fee. You will be given notice of the following year's fee during your annual inspection.

TERMS AND CONDITIONS

1. This agreement is freely transferable to all subsequent owners and may continue to be renewed annually, subject to the previously listed terms.

2. Any structural modifications, catastrophes, or changes to the structure (floods, fire, remodeling, re-stucco, etc.) may terminate this agreement. In the case of any such event or in the planning thereof, please contact us to arrange for a fair solution of these issues.

3. PPC will exercise normal care during our operations, but will also be held harmless for the following: The final disposition of household goods and furnishings that are moved to conduct treatment, inexact matching of drill holes through drywall, concrete, flooring or stucco, reasonable wear and tear upon the exterior of the structure and landscaping due to trenching against the foundation, poor carpet replacement due to age and wear and any other such cosmetic concerns that might be encountered during the execution of treatment.

4. The client agrees to make all structural and cultural modifications to the structure(s) as directed in writing by all PPC personnel in a timely manner. These include, but are not limited to: High grade, wood to soil contact, moisture and ventilation deficiencies.

5. This document and the supporting inspection and treatment graph and any indicated addendum sheets comprise the entire agreement between the parties. No statement, promise or inducement made be either party, which is not contained herein, shall be considered binding. This agreement may not be altered except in writing and with the knowledge of all parties.

I acknowledge receipt of and am in agreement with all of the information provided above and on the inspection graph and any indicated addendums. I have had all of my questions answered to my satisfaction and agree to make payment upon completion of the agreed upon service.

For Preventive Pest Control

Date

By the Client

Date

Date Revised 09/2011

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What this Subterranean Termite Treatment Service Agreement is

A Subterranean Termite Treatment Service Agreement is a written contract between a property owner and a pest control provider that documents the inspection, proposed or completed treatment methods, access and preparation requirements, payment terms, safety precautions, warranty or retreatment obligations, and dispute-resolution procedures. It defines the geographic scope of work, product categories (bait, liquid barrier, local spot treatment), timelines for completion and follow-up, and any temporary occupant or contractor restrictions. Clear written terms help set expectations, allocate risk, and form an enforceable record of services rendered and remedies available if termites persist.

Why a clear agreement matters for termite treatment

A well-drafted agreement clarifies what treatment is included, who is responsible for site preparation, how warranties apply, and the payment schedule. It reduces disputes, supports insurance claims, and documents regulatory or licensing obligations for pesticide application.

Why a clear agreement matters for termite treatment

Who typically completes and relies on this agreement

Common users include property owners, licensed pest control firms, and real estate professionals handling transactions where termite history matters.

  • Property owners managing single-family homes, multifamily units, or commercial buildings who require documented scope and warranty terms.
  • Licensed pest control companies that need written authorization, access instructions, and liability limits before treating subterranean termites.
  • Real estate agents and title companies who rely on service records and warranties during disclosures and closings.

The agreement serves as operational instructions for technicians and as evidence of service and promises for owners, insurers, and prospective buyers.

Core components to include in the agreement

Include clear sections for work scope, materials, responsibilities, payment, warranties, and liability to make the contract actionable and enforceable.

Scope of Work

Explicitly describe inspection findings, treatment areas, number of access points, and whether monitoring, baiting, or trenching is included; avoid vague phrases like 'as needed'.

Treatment Methods

List active ingredients or method categories (bait system, liquid barrier, localized application), application rates if known, and whether licensed applicator supervision is required.

Access & Preparation

State owner responsibilities for clearing access, moving furniture, or removing stored items; include timing for prep and conditions that could delay service.

Payment Terms

Specify total price, deposit, milestones, accepted payment methods, late fees, and whether financing or subscription-style monitoring is part of the plan.

Warranty / Guarantee

Detail warranty length, what triggers free retreatment, exclusions (e.g., new wood-to-ground contact), and any prorated refund or transfer terms at sale.

Liability & Insurance

Allocate responsibility for collateral damage, require contractor insurance limits, and clarify indemnity for negligence versus consequential loss.

Step-by-step: completing and executing the agreement

Follow a logical sequence to ensure inspection, authorization, and scheduling are documented before work begins.

  • 01
    Inspect Property: Document findings, active infestation evidence, and affected structures.
  • 02
    Select Treatment: Choose methods and note materials and expected outcomes.
  • 03
    Prepare Site: Owner completes access tasks and confirms timing with contractor.
  • 04
    Sign & Schedule: All parties sign and confirm the treatment date and payment plan.

How agreements move from draft to completed service

A typical flow converts inspection results into an executed agreement, then into scheduled work and follow-up monitoring.

  • Draft Agreement: Technician prepares scope and pricing after inspection.
  • Send to Owner: Deliver via email, e-sign link, or on paper for signature.
  • Obtain Signatures: Collect signatures and any required authentication.
  • Perform Treatment: Technician applies treatment and records completion details.

Common electronic workflow settings for online completion

Configure the digital workflow to capture signatures, proof of consent, and automatic storage for compliance and warranty evidence.

Field Configuration
Signature Type eSignature with audit trail
Authentication Email plus optional SMS code
Notifications Owner and technician on status changes
Storage Encrypted retention for warranty period

Digital delivery and technical requirements

Choose file formats and integrations that preserve the signed record and audit trail when sending agreements electronically.

  • File Formats: PDF or DOCX recommended
  • Integrations: CRM and cloud drive connectors
  • Authentication: Email link, SMS code, or KBA

Key timing and deadline considerations

Establish clear dates for inspection, execution, treatment, payment, and warranty start to avoid ambiguity and lapses in coverage.

Inspection Window:

Schedule within 7–14 days of request to preserve findings.

Treatment Scheduling:

Book within agreed timeframe, subject to access and weather constraints.

Payment Due:

Specify deposit and final payment dates to trigger work.

Warranty Commencement:

Starts on treatment completion date unless stated otherwise.

Record Retention:

Keep signed agreements for the warranty period and beyond.

Milestone timeline from inquiry to final inspection

A sequential milestone list helps teams and owners track progress and accountability through completion and follow-up.

01

Inquiry Received

Client requests inspection and schedules an appointment.

02

Proposal Issued

Technician documents findings and sends proposed agreement.

03

Agreement Signed

Contract execution authorizes treatment and scheduling.

04

Service Completed

Treatment performed and completion report delivered.

Common preparation and documentation mistakes to avoid

  • Using vague scope descriptions such as 'treat as necessary' that leave retreatment criteria undefined and provoke disputes.
  • Failing to specify owner access responsibilities, which can delay treatment or lead to additional charges for technician return visits.
  • Omitting exact service address or unit number, causing misdirected work or confusion in multi-unit properties during warranty enforcement.
  • Listing a warranty length without clear exclusions or transferability rules, increasing risk of disagreements at resale or renewal.

Potential contract and compliance risks

Financial Penalties: Late payment fees or collection costs
Contract Disputes: Claims over scope or unsatisfactory results
Warranty Voidance: Owner failure to meet prep or maintenance conditions
Property Damage: Claims for collateral harm from applications
Regulatory Breach: Improper pesticide use or labeling errors
Insurance Denial: Insurer rejecting claims for inadequate documentation

Required information and security controls for the record

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Time‑stamped actions, IP addresses, signer attribution
HIPAA Consideration: BAA required if health information is present
Access Controls: Role-based permissions for staff and vendors
Retention Policy: Store signed file per warranty and legal rules
Backups: Encrypted backups with regular integrity checks

Pricing comparison for common e-signature vendors (signNow first)

Basic pricing and feature availability vary by vendor and plan; the table below summarizes starting prices, trial options, bulk send, audit trail, HIPAA support, and envelope limits.

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

Real-world examples of agreement use

Two concise case examples show how the agreement functions during sale and routine maintenance scenarios.

Sale Disclosure Example

A seller documents treatment history before listing the home to disclose past infestations

  • The buyer requests transferable warranty terms
  • The signed agreement and technician report supported the sale and clarified warranty transfer rules for closing.

Ongoing Monitoring Example

A property manager enrolls multiple units in a monitoring program with quarterly inspections

  • The agreement specifies response times for active finds
  • Centralized signed agreements and digital logs simplified billing and ensured consistent retreatment under warranty.

Representative people who sign and manage these agreements

Property Owner — Single Family

Homeowners typically sign as the contracting party, authorize access for technicians, and must follow documented prep instructions to preserve warranty rights and avoid additional charges.

Pest Control Manager

A licensed company representative signs to accept scope and confirms technician qualifications, insurance coverage, and agreed retreatment obligations on behalf of the service provider.

Frequently asked questions about using and signing this agreement

Answers cover e-signature legality, notarization, cancellation, recurrence procedures, signatory authority, and recordkeeping recommendations.


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