Equipment maintenance contract template
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A contract for scheduled maintenance of a customer's equipment: which machines, which services on what schedule, what parts and labor are covered, what isn't, the fee and how long it runs.
A maintenance contract turns preventive maintenance into a predictable service: the provider commits to a schedule of inspections and services, and the customer pays a set fee instead of a bill for every visit. It works when both sides agree exactly what's covered.
This template is a starting point, not legal advice. Have a lawyer review it before use, especially the liability and warranty terms.
Equipment maintenance contract
Fields: Service provider · Customer · Contract no. · Start date · End date · Equipment covered (list or attached) · Site(s)
Log columns: Machine / serial no. · Service · Interval (hours or months)
- Scheduled services. The PM tasks and inspections for each machine and their intervals.
- Response time. How fast the provider responds to breakdowns between services.
- Parts and labor. What the fee covers (for example labor and filters) and what is billed extra.
- Exclusions. Damage, misuse, wear items, and machines not listed.
- Fees and payment. The fee, billing schedule and payment terms.
- Term and termination. Length, renewal and notice to end.
- Records. The provider gives a service record after each visit.
Fill it in the right way
- List each machine with its serial number and the services and intervals for it.
- Agree response times between services.
- Write what the fee covers and what's billed extra.
- Set exclusions, fees, payment, term and termination.
- Have it reviewed, sign and keep a copy each.
Tips
- Base intervals on the maker's schedule and the machine's real hours.
- Say whether intervals run on hours or months, and which comes first.
- Agree how the customer reports hours so services aren't missed.
- Keep a record of every visit; it's how both sides know the contract was met.
Do it in FleetZap
- PM schedules in FleetZap run on engine hours, miles or the calendar, and open each service before it's due.
- Each visit is a work order with steps, parts, labor and photos on the machine's history.
- Engine hours can come in automatically from GPS Tracking or telematics.
- Finished work can be invoiced through QuickBooks Online.
FleetZap Maintenance
Work orders, PM, parts, compliance, assets and KPIs. Explore FleetZap Maintenance.
Frequently asked questions
What is an equipment maintenance contract?
An agreement where a provider performs scheduled maintenance on a customer's equipment for a set fee, with agreed services, intervals, response times and coverage.
What should a maintenance contract include?
The equipment covered, the services and intervals, response times, parts and labor coverage, exclusions, fees, payment, term, termination and service records.
Is a maintenance contract the same as a service agreement?
They overlap. A maintenance contract centers on scheduled PM; a service agreement often also covers repairs and emergency calls.
Is this template legally binding?
A signed contract can be, but this is a template, not legal advice. Have a lawyer review it.