A commercial property maintenance contract serves as a crucial agreement between property owners or managers and maintenance service providers. It outlines the rights, responsibilities, and expectations of both parties, ensuring clarity and accountability in maintaining the property. To create a comprehensive and effective contract, it is essential to include key terms that cover various aspects of the maintenance services. In this blog, we will discuss the key terms to include in a property maintenance contract.

Scope of Work: Clearly define the scope of work to outline the specific maintenance tasks and responsibilities of the service provider. This section should include a detailed list of maintenance activities, such as cleaning, repairs, inspections, and any specialized tasks unique to your property.

Service Schedule and Frequency: Specify the frequency of maintenance services, whether they are scheduled daily, weekly, monthly, or based on specific milestones or events. Clearly state the expected start and end times of maintenance activities, ensuring alignment with the property’s operational needs and tenant schedules.

Performance Standards: Include performance standards that outline the level of quality expected from the maintenance services. These standards can include factors such as response times, completion deadlines, adherence to safety regulations, and compliance with industry best practices.

Reporting and Documentation: Define the reporting and documentation requirements for the maintenance activities. This may include regular progress reports, incident reports, work logs, and photographic evidence of completed tasks. Proper documentation is essential for tracking maintenance history, monitoring service provider performance, and resolving any disputes that may arise.

Insurance and Liability: Specify the insurance requirements and liability provisions for the maintenance services. Clearly outline the types and limits of insurance coverage the service provider must maintain, such as general liability and workers’ compensation. Establish the responsibilities and liabilities of each party in the event of property damage, personal injury, or negligence claims.

Contract Duration and Termination: State the duration of the contract, whether it is for a specific term or ongoing until terminated by either party. Include provisions for contract renewal, termination notice periods, and conditions under which termination can occur, such as breach of contract or unsatisfactory performance.

Pricing and Payment Terms: Clearly outline the pricing structure, including rates for different maintenance tasks or services. Specify whether charges are fixed, hourly, or based on specific deliverables. Include payment terms, such as due dates, accepted payment methods, and any penalties for late payments or non-payment.

Dispute Resolution: Include a section on dispute resolution mechanisms to address any conflicts or disagreements that may arise during the contract period. Specify the preferred method of dispute resolution, such as mediation or arbitration, and the governing law or jurisdiction applicable to the contract.

Confidentiality and Non-Disclosure: Include provisions regarding the confidentiality of sensitive information shared between the parties. This may involve trade secrets, proprietary information, or tenant-related data. Establish expectations for the service provider to maintain confidentiality and not disclose any confidential information to third parties

Change Management: Outline procedures for requesting and managing changes to the scope of work or service schedule. Include provisions for how change requests should be submitted, evaluated, approved, and documented. This ensures transparency and clarity when modifications to the maintenance services are required.

Conclusion: Including key terms in a property maintenance contract is essential for setting expectations, protecting both parties’ interests, and ensuring a smooth and effective maintenance process. By clearly defining the scope of work, service schedule, performance standards, insurance and liability provisions, contract duration, pricing and payment terms, dispute resolution mechanisms, confidentiality and non-disclosure requirements, and change management procedures, you can establish a strong foundation for a successful property maintenance partnership. A well-drafted contract provides clarity, accountability, and peace of mind for both property owners/managers and maintenance service providers.