Facility Maintenance Contract Checklist: 14 Terms to Check

Facility Maintenance Contract Checklist

Updated November 6, 2026

What Should a Facility Maintenance Contract Include?

A facility maintenance contract should define the scope by system and task, the visit schedule, response times for each priority level, rates and markups for out-of-scope work, reporting, insurance and license requirements, who owns the records, the term, renewal and cancellation terms, and remedies for missed service. If it is not written down, assume it is not included.

Updated November 6, 2026 · Source: maintenance.broker guide (common practice); confirm with your local authority and contractor.

Read every contract as if the relationship has already gone wrong. Clear terms protect both sides. This is general information, so have a lawyer review large contracts.

The Checklist

Legal names of both parties
Each building and system covered
Task list and frequency
What is excluded
Response times by priority, including nights and weekends
Remedies for missed response times
Hourly and after-hours rates
Markup on parts and subcontractors
Approval limit for extra work
Reports and record ownership
Insurance and license requirements
Contract length and auto-renewal date
Cancellation notice and fees
Warranty on labor and parts

Red Flags

Long auto-renewal with a short cancellation window
"Reasonable" response time with no number
Broad exclusions that remove most of the value

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