What a property maintenance service agreement is for
Maintenance relationships go wrong over things nobody wrote down: how fast you respond, what you can fix without asking, what an after-hours call costs. An agreement that sets the visits, rates, limits and response times protects both sides, and gives the manager a document to show the owners they report to.
What to put on a property maintenance service agreement
- Properties and units covered.
- Monthly visit scope.
- Work order rate and minimum.
- Response times by urgency.
- Approval limit and after-hours rate.
- Price, billing and cancellation.
A worked example
A property manager signs a yearly agreement for two buildings.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Monthly walkthrough, per building | 2 | visit | Your price |
| Work order labor at agreed rate | 1 | hour | Your price |
| After-hours call at agreed rate | 1 | each | Your price |
Licensed trade work stays with licensed trades. This template is not legal advice; get it reviewed for your state.
Line items property maintenance companies use
| Line item | Unit | How to write it |
|---|---|---|
| Monthly walkthrough | visit | Common areas, exterior and the punch list. |
| Work order labor | hour | Billed by the hour with a minimum. |
| Unit turnover, paint and repairs | each | Per unit; scope in the note. |
| HVAC filter changes | each | Per unit, filter size. |
| Smoke and CO detector check | each | Test and battery swap per unit. |
| Light bulbs and fixtures | each | Common area lighting. |
| Gutter cleaning | ft | Per foot of gutter. |
| Grounds care visit | visit | Mowing, trimming and litter. |
| Snow and ice, per visit | visit | Walks and entries. |
| Parts and materials | each | At cost plus your markup. |
| After-hours call | each | Emergency rate and minimum. |
| Trip charge | each | For work orders outside a scheduled visit. |
Terms and deposit language for property maintenance
- Deposit. No deposit on monthly plans. Turnovers and projects over the plan limit take a deposit when approved, within your state's limits.
- Payment. Monthly plans are billed at the start of each month. Work orders are billed when completed.
- Warranty. You stand behind your repairs for the time stated. Licensed trade work is done by licensed trades and warranted by them.
- Work over the approval limit in this agreement needs the manager's OK first.
- Plumbing, electrical and gas work beyond small repairs goes to licensed trades.
- Tenant access is arranged by the property manager with proper notice.
How to fill it in
- Fill in the customer and the start and end dates.
- List what each visit includes and how many visits a year.
- Add your price per line; the plan shows a yearly total, and a monthly figure if billed monthly.
- Fill in what is not covered and the renewal and cancellation terms.
- Check your state's rules, then print it for signatures.
Free tools for property maintenance
- Maintenance plan pricing calculator
- Lawn care cost calculator
- Gutter cleaning cost calculator
- Labor rate calculator
The same service agreement for other trades: appliance repair, auto detailing, carpentry, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, deck, drywall, duct cleaning, electrical, fence, flooring, garage door, general contractor, glass, gutter, handyman, holiday lighting, home inspection, hood cleaning, hvac, insulation, irrigation, junk removal, landscaping, lawn care, locksmith, masonry, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, restoration, roofing, security system, septic, siding, snow removal, solar, tile, tree service, water treatment, waterproofing, window cleaning, window and door.
More for property maintenance companies: how property maintenance companies run on Koira.