Maintenance Contract Proposal for Trades & Construction

# Maintenance Contract Proposal - Trades & Construction

## Purpose
Use when proposing ongoing maintenance agreements to convert one-off jobs into predictable recurring revenue.

## When to Use
A recurring maintenance contract proposal with service inclusions, response times, SLAs, pricing tiers, and contract terms for ongoing service agreements.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your trades & construction business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (ServiceM8 or Xero)

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## Maintenance Contract Proposal

**Prepared for:** [Client Name / Property Name]
**Site Address:** [Address]
**Prepared by:** [Your Company Name]
**Date:** [Date]
**Proposal #:** [MC-001]

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### Executive Summary

[Your Company Name] proposes an ongoing maintenance contract for [Client Name] covering [scope summary, e.g. all mechanical and electrical systems at your commercial premises]. This contract provides predictable maintenance costs, priority response times, and proactive servicing that extends the life of your assets while minimising unexpected breakdowns. Clients on maintenance contracts typically experience [X]% fewer emergency call-outs than those without.

### Service Inclusions

**Scheduled Preventive Maintenance:**

| System/Area | Service Frequency | What Is Included |
|-------------|-------------------|------------------|
| [System 1, e.g. HVAC] | [Quarterly] | Filter replacement, coil cleaning, refrigerant check, controls test |
| [System 2, e.g. Electrical] | [Bi-annual] | Switchboard inspection, RCD testing, thermal imaging, emergency lighting test |
| [System 3, e.g. Plumbing] | [Quarterly] | Tap and valve inspection, hot water system service, drain check |
| [System 4, e.g. Fire Safety] | [Annual] | Fire extinguisher inspection, exit lighting, smoke detector testing |

**Reactive Maintenance (Breakdown Response):**

| Priority | Description | Response Time | Resolution Target |
|----------|-------------|---------------|-------------------|
| P1 - Critical | Safety risk or business cannot operate | Within [2] hours | Within [4] hours |
| P2 - Urgent | Significant impact on operations | Within [4] hours | Within [24] hours |
| P3 - Standard | Inconvenience but operations continue | Within [1] business day | Within [3] business days |
| P4 - Low | Minor issue, no operational impact | Within [3] business days | Scheduled at next visit |

### Service Level Agreements

- All scheduled services completed within agreed timeframes
- Written service reports provided after every visit
- 24/7 emergency contact line for P1 and P2 issues
- Annual asset condition report with replacement forecasting
- Compliance certificates maintained and filed for your records

### Pricing Options

**Option A: Essential**

| Inclusion | Detail |
|-----------|--------|
| Scheduled maintenance visits | [X] visits per year |
| Reactive call-out rate | $[Amount]/hr (discounted from standard $[Amount]/hr) |
| Response time guarantee | P1: 4 hours, P2: 8 hours |
| Monthly fee | **$[Amount] + GST** |

**Option B: Comprehensive** (Recommended)

| Inclusion | Detail |
|-----------|--------|
| Scheduled maintenance visits | [X] visits per year |
| Reactive call-outs | [X] hours included per quarter |
| Response time guarantee | P1: 2 hours, P2: 4 hours |
| Minor parts and consumables | Included (up to $[Amount]/yr) |
| Monthly fee | **$[Amount] + GST** |

**Option C: Premium**

| Inclusion | Detail |
|-----------|--------|
| Scheduled maintenance visits | [X] visits per year |
| Reactive call-outs | Unlimited |
| Response time guarantee | P1: 1 hour, P2: 2 hours |
| All parts and consumables | Included (up to $[Amount]/yr) |
| Annual asset condition report | Included |
| Monthly fee | **$[Amount] + GST** |

### Contract Terms

- **Contract period:** 12 months, renewing annually
- **Payment:** Monthly direct debit on the 1st of each month
- **Cancellation:** 60 days written notice
- **Price review:** Annual review, capped at CPI increase
- **Exclusions:** Major equipment replacement, structural works, damage from misuse
- **After-hours surcharge:** [X]% surcharge applies outside standard business hours (7am-5pm, Mon-Fri)

### Why a Maintenance Contract?

| Without Contract | With Contract |
|-----------------|---------------|
| Reactive, emergency-driven repairs | Planned, preventive maintenance |
| Unpredictable costs | Fixed monthly fee |
| Standard response times | Priority response guaranteed |
| No visibility into asset condition | Annual condition reporting |
| Higher long-term maintenance costs | Lower total cost of ownership |

### Next Steps

1. Select your preferred plan (A, B, or C)
2. Sign and return this proposal
3. We will schedule your first maintenance visit within 10 business days
4. Monthly billing commences from the first scheduled visit

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**Accepted by:**

Plan selected: [ ] Essential  [ ] Comprehensive  [ ] Premium

Name: _______________
Title: _______________
Date: _______________
Signature: _______________

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**Complexity:** intermediate | **Setup time:** 25 minutes | **Tools:** ServiceM8, Xero, PandaDoc

Note: This template has been tailored for trades & construction businesses in Australia. Adjust terminology and compliance references to match your specific context.