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Maintenance agreement template

Maintenance agreement: A maintenance agreement covers regular servicing and repair of equipment, buildings or software for a fixed fee, with set visit schedules and response times.

Last reviewed 6 November 2026 · 6 clauses · General guidance, not legal advice

Upload yours for a review and e-signature, or save it as a team template.

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When to use a maintenance agreement

  • Servicing machinery, lifts or HVAC systems
  • Building and facilities upkeep
  • Software maintenance and updates

Maintenance agreement template: clause-by-clause outline

Sample starting wording for each clause. Replace the text in [brackets] with your details.

  1. Covered items

    The Provider will maintain the items listed in Schedule 1 (the “Equipment”).

  2. Preventive maintenance

    The Provider will service the Equipment [quarterly] in line with the manufacturer’s recommendations.

  3. Callouts

    The Provider will attend breakdowns within [4] hours during [business hours].

  4. Parts

    Parts are [included up to x per year / charged at cost plus y%].

  5. Fees

    The annual fee of [amount] is payable [quarterly] in advance.

  6. Exclusions

    Damage from misuse, accidents or unauthorised repairs is not covered.

What to check before you sign

  • Are parts included or extra?
  • Are response times guaranteed outside business hours?
  • Does the contract renew automatically?

How to send a maintenance agreement for e-signature

  1. Draft or upload it. Use the outline above with your own wording, upload an existing document, or save it as your organisation’s template.
  2. Check it against your playbook. Points outside your positions are flagged, and approval rules route it to Legal when needed.
  3. Send it by email. Signers get a plain-language review and a secure link, sign on any device in the order you set, and can suggest changes as tracked changes.
  4. Keep the signed PDF. Everyone receives it with a certificate of completion, and key dates go to Upcoming with reminders.

Maintenance agreement template: frequently asked questions

Is a maintenance agreement the same as a warranty?

No. A warranty covers defects for a period after sale; a maintenance agreement is a paid service to keep things running.

How long should a maintenance contract run?

One year with renewal is common, so pricing can be reviewed annually.

Is an electronically signed maintenance agreement legally binding?

In most countries, yes. E-signatures are recognised for commercial contracts under laws such as the ESIGN Act (US), eIDAS (EU), the Electronic Communications Act (UK) and the Information Technology Act (India). econtracts.ai adds a certificate of completion with each signer’s identity check and a fingerprint of the signed content.

Can I get a maintenance agreement I received reviewed?

Yes. Upload it to econtracts.ai and you get a plain-language review: key dates, money and points to check, each quoting the clause it comes from.

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Service level agreement templateService level agreement (SLA)Equipment lease agreement templateEquipment lease agreementCleaning services contract templateCleaning services contract

This outline is a starting point for discussion, not legal advice, and it is not a complete contract. Laws differ by country and sector; have a qualified lawyer review contracts that matter.