Many property owners, especially businessmen are torn between keeping their workplace in good shape by having some work done on the building or space’s interior regularly while also trying to maintain the exterior and keep it in good shape, on top of making sure that the office equipment and tools for operation are working well.
All those things are only possible with proper care and maintenance, which is often done by experts or a maintenance service provider you can hire. you may also see Contract Templates.
Maintenance service is just as common as remodeling projects so that maintenance firm businesses have a decent industry to thrive in. As a business owner, before opening bids for a contractor to get your maintenance work done in your premises, make sure you’re prepared with the budget and the necessary documents as well as a good understanding with your contractor as to what your agreement or contract entails. The most important elements of a contract template for general maintenance usually come with these elements:
Definitions: Create a section for official definitions of terminologies in the first part of your document. Define the two parties properly in the contract and establish which one is the service provider and which one is the client by listing each company’s complete legal names. Include a definition of any vague terms found in the contract such as “scope of work”, “added charges”, and “technician”.
Services: Map out the kind of maintenance service or services you have agreed to perform and provide a detailed list of those services. For instance, if the contract is only limited to facilities maintenance check, specify whether or not it would also include checking the plumbing, installation, electrical task, and troubleshooting for minor issues with the wiring or elevator. This would be helpful in case of disputes where a certain type of service not included in the contract is being asked.
Payment Structure: Decide on a payment structure that works for you and the contractor. A combination of fixed-fee and variable payments works well for most maintenance contracts. Use a fixed-fee payment model for routine, on-duty maintenance and a variable payment model for both on-duty and after-hours urgent and emergency trouble calls.
Provision for Contract Termination: No matter how enforceable a contract is, issues can still arise while you’re on the job so you may want to include a clause which indicates that the contract is considered null and void under certain circumstances such as when the other party is convicted for violence or liable for any criminal act.
Maintenance needs in business context usually refers to maintenance service for equipment and facilities, general upkeep, inspections and building equipment such as heating, cooling, plumbing, etc. It can also mean computer, vehicle and other type of specialized maintenance, so whatever type of maintenance your business requires or provides, knowing how to write a service contract using these steps is key to making sure both parties understand their agreement well:
Make an offer: Oftentimes, an offer may already have been made before the contract is written and signed, or before both parties have agreed and set the final terms. The provider and the client should then agree on the terms and make sure they can both meet it and commit to the contract for it to be enforceable and legally binding.
Set expectations: It’s better to do this through a statement of work that establishes the relationship between the business and the maintenance contractor. Before opening bids or requesting for quotes and business proposals, setting clear service expectations can help you avoid issues and misunderstandings which are the most common pitfalls of business outsourcing and hiring third party service-providers.
List down maintenance requirements: Ditch the usual input-based service terms and conditions found in most contracts with outcome-based maintenance requirements. Service contracts, unlike service-level agreements outlines both the result and key issues or indicators while allowing the provider to determine what maintenance steps are required and what tools are necessary to meet the goal. Outcome-based requirements are especially important if you are outsourcing facilities or equipment maintenance services because your business doesn’t support it or it is out of your workforce’s scope.
Consider warranties: Warranties with a contractor can be as simple as an assurance that both parties will commit to the legal statuses and working relationship throughout the life of the contract or they can be much more complex such as money-back guarantees for hours spent on works that the client isn’t satisfied with.
Here are some tips to help you further in writing a contract that ensures both parties are protected and understand their responsibilities well:
Do your research: Try knowing who you’re doing business with and ask for code-specific requirements which some states require. Before signing a contract or making an offer, you also have to make sure the provider is reliable. You can check through the Better Business Bureau or local authorities for available contractors you can work with.
Make sure to comply with state requirements: Building-related maintenance or general maintenance checks and services have to comply with certain federal regulations such as permits and codes. If you’re the contractor, this wouldn’t be new to you so find out what type of paperwork you need to accomplish before performing the services.
There are a few types of contracts in business establishes the working relationships that most business owners have with other firms or contractors. The following contracts may not be complicated to write and enforce but if you’re not sure which one is best to use for a maintenance service, you can ask business experts or your company lawyer:
The importance of hiring maintenance contractors, scheduling and performing, scheduling maintenance, testing and inspections is to ensure the efficiency and reliability of workplace or business equipment and facilities thereby ensuring business operations to go smoothly with zero to minimal interruptions.
Preventive maintenance is done to make sure that equipment lifespan is conserved and saves everybody’s time because performing preventive maintenance may interrupt work for a while but it’s nothing compared to the time wasted and profit loss caused by system downtime or equipment failure when you fail to do maintenance checks and repair.
Maintenance services and management is necessary in order for a business to operate smoothly and efficiently. It also helps in improving productivity and gaining better figures as well as keep business equipment and tools in their good working condition. Failing to do regular maintenance invites risks and possible ugly losses that you may not be able to deal with, and getting an agreement in writing with a contractor to perform your maintenance needs is part of your responsibility as a business owner.