Facilities Contract template and PDF guide (Facilities) |...

Draft contract terms online, then generate a professional PDF for review and signature. Use this when engaging a vendor or formalizing an in-house agreement for ongoing building...

When to use this template

Draft contract terms online, then generate a professional PDF for review and signature. Use this when engaging a vendor or formalizing an in-house agreement for ongoing building maintenance, janitorial, or system service so both parties know the scope, schedule, and standards.

What to include

  • Covered building systems and service scope (HVAC preventive maintenance, janitorial, elevator service, fire system testing) with specific equipment lists or schedules.
  • Service frequency and response times: routine visit schedule, emergency response SLA, and after-hours availability requirements.
  • Performance standards and KPIs such as uptime targets, cleanliness scores, inspection pass rates, and how performance is measured and reported.
  • Insurance, licensing, and compliance requirements including general liability minimums, workers' comp, applicable trade licenses, and background check obligations.
  • Contract term, renewal conditions, termination clauses, and pricing structure (fixed monthly, per-visit, time-and-materials) with rate escalation terms.

Common questions

Can I edit this Facilities Contract online before both parties sign?
Yes. Update scope, payment terms, and timeline clauses in-browser before locking the final text.
Can I save this Facilities Contract as a reusable contract baseline?
Yes. With an account, save it and reuse the structure across projects while customizing client-specific terms.
Can I generate a sign-ready PDF from this Facilities Contract?
Yes. Export a clean contract PDF suitable for e-sign workflows or manual signatures.
Should a facilities contract include a preventive maintenance schedule?
Yes. Attach a PM calendar as an exhibit listing every system, frequency, and task. This sets clear expectations and protects you from 'you missed it' claims.
What insurance should I require from a facilities vendor?
Require general liability ($1M), workers comp, and auto liability. For work on occupied buildings, add an additional insured endorsement naming the property owner.
How do I handle emergency repairs under a maintenance contract?
Define response time tiers (critical: 2 hours, urgent: 24 hours, routine: 72 hours) and state whether emergency labor rates differ from contract rates.
Should the contract define KPIs or service level agreements?
For contracts over $5K/month, yes. Common SLAs include response time, first-visit fix rate, and equipment uptime percentage. Tie a small fee credit to SLA misses so both sides take them seriously.
Do I need a written contract for every job?
For any job over a few hundred dollars, yes. A written contract protects both sides and dramatically reduces payment disputes. Verbal agreements are nearly impossible to enforce.
What happens if the customer breaks the contract?
A signed contract gives you legal standing to collect payment for completed work and recover costs. Without one, you have very little recourse.
How do I handle a customer who refuses to sign?
Do not start work without a signed agreement. A customer who will not sign a fair contract is likely to be a problem customer. Protect yourself before tools come out of the truck.

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