Equipment service agreement template
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A service agreement between a service provider and a customer for repairing and servicing equipment: what's covered, how fast you respond, what it costs and how either side can end it.
A written service agreement prevents the usual arguments: whether a breakdown was covered, how fast someone should have come, and what parts cost. It lists the machines covered, the services included, the response times, the rates and the term.
This template is a starting point, not legal advice. Laws on contracts, liability and warranties vary by state; have a lawyer review the agreement before you use it.
Equipment service agreement
Fields: Service provider · Provider address and phone · Customer · Customer address and contact · Agreement no. · Start date · End date · Equipment covered (list or attached)
- Services included. Inspections, preventive maintenance, repairs and emergency calls covered, and anything excluded.
- Schedule. How often scheduled service happens (for example every 250 hours or each quarter).
- Response time. How fast the provider responds to a breakdown call, during and after business hours.
- Rates and parts. Labor rate or flat fee, travel charges, and how parts are priced and billed.
- Payment. Invoice timing and payment terms.
- Term and renewal. Length of the agreement and whether it renews automatically.
- Cancellation. Notice either side must give to end the agreement.
- Liability and insurance. Who is responsible for what, and the insurance each side carries.
Fill it in the right way
- Fill in both parties and the agreement dates.
- List every machine covered with its serial or unit number, or attach a list.
- Write the services included and the schedule, and say what isn't covered.
- Agree response times, rates, parts pricing and payment terms.
- Set the term, renewal and cancellation notice.
- Have a lawyer review it, then both sides sign and keep a copy.
Tips
- List machines by serial number, not description; it ends disputes about which unit was covered.
- Say whether response time means a call back or a technician on site.
- Spell out what counts as misuse or damage, which most agreements exclude.
- Keep a service record for each visit; it's your proof the agreement was met.
Do it in FleetZap
- Each service visit can be a work order in FleetZap with its parts, labor and photos, on the customer's machine record.
- PM schedules run on engine hours, miles or the calendar and open the work order before service is due.
- Customers can report a breakdown by scanning the machine's QR label, without an account.
- 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 service agreement?
A contract where a provider services and repairs a customer's equipment on agreed terms: the machines covered, the services, response times, rates and how long it lasts.
What should a service agreement include?
The parties, the equipment covered, the services and schedule, response times, rates and parts pricing, payment terms, the term and renewal, cancellation, and liability and insurance.
Is this template legally binding?
A signed agreement can be, but this is a template, not legal advice. Contract rules vary by state, so have a lawyer review it.
What's the difference between a service agreement and a maintenance contract?
They overlap. A maintenance contract usually centers on scheduled preventive maintenance; a service agreement often covers repairs and emergency calls too.