Maintenance Contract (UK)
This Maintenance Contract (the “Contract”) is entered into on [Effective Date] between:
[Client Name], of [Client Address], [Client City], [Client Postcode] (hereinafter referred to as the “Client”); and
[Contractor Name], of [Contractor Address], [Contractor City], [Contractor Postcode] (hereinafter referred to as the “Contractor”).
The Client and the Contractor are referred to collectively as the “Parties”.
1. SERVICES
1.1 The Contractor agrees to provide maintenance services (the “Services”) in respect of [Property Type] at [Property Address].
1.2 The property or equipment covered by this Contract comprises: [Equipment Description].
1.3 The Services to be performed include: [Services Description].
1.4 The Contractor shall provide [Maintenance Type].
1.5 The Contractor shall perform all Services with reasonable care and skill, using suitably qualified personnel, in accordance with section 49 of the Consumer Rights Act 2015 and section 13 of the Supply of Goods and Services Act 1982. The Contractor shall comply with all applicable legislation, British Standards, and industry codes of practice.
2. MAINTENANCE SCHEDULE
2.1 Planned maintenance visits shall be carried out [Visit Frequency]. The Contractor shall provide the Client with reasonable advance notice of each planned visit.
2.2 For reactive maintenance and emergency call-outs, the Contractor shall respond within the following timeframes: [Response Time].
2.3 The Contractor shall provide a written maintenance report to the Client after each planned visit, detailing the work carried out, any defects identified, and recommendations for further action.
2.4 Where emergency repairs are required outside the scope of routine maintenance, the Contractor shall notify the Client promptly and shall not proceed with any additional works exceeding £250 in value without the Client’s prior written authorisation.
3. DURATION AND TERMINATION
3.1 This Contract shall commence on the Effective Date and shall continue for [Contract Duration], unless terminated earlier in accordance with this clause.
3.2 Either Party may terminate this Contract by giving not less than [Notice Period] written notice to the other Party.
3.3 Either Party may terminate this Contract with immediate effect by written notice if the other Party commits a material breach that is incapable of remedy, or fails to remedy a remediable breach within 14 days of written notice.
3.4 Where this Contract is concluded at a distance and the Client is a consumer, the Client has a 14-day statutory right to cancel pursuant to the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, unless the Services have commenced with the Client’s express consent.
3.5 Upon termination, the Client shall pay all amounts due for Services rendered prior to the termination date. Where the Client has paid an annual fee in advance, the Contractor shall refund any pro-rata portion relating to Services not yet performed, minus any reasonable administration charges.
4. FEES AND PAYMENT
4.1 In consideration of the Services, the Client shall pay the Contractor an annual maintenance fee of £[Annual Fee], payable [Payment Frequency].
4.2 Reactive maintenance and call-out work not covered by the planned maintenance schedule shall be charged at £[Call-Out Rate] per hour (plus VAT if applicable), in addition to the cost of any parts or materials.
4.3 [Parts Arrangement].
4.4 All invoices are payable by [Payment Terms]. In the event of late payment by a commercial client, the Contractor reserves the right to charge interest under the Late Payment of Commercial Debts (Interest) Act 1998 at 8% above the Bank of England base rate.
4.5 The Contractor may review the annual fee at the start of each renewal period and shall give the Client not less than 30 days’ written notice of any proposed increase.
5. STANDARDS AND REGULATORY COMPLIANCE
5.1 The Contractor shall perform all Services in compliance with all applicable legislation and regulation, including the Supply of Goods and Services Act 1982, the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and the Consumer Rights Act 2015 (where applicable).
5.2 The Contractor shall comply with the following standards and accreditations: [Compliance Standards].
5.3 Where the Services include gas work, all work shall be carried out by a Gas Safe registered engineer in accordance with the Gas Safety (Installation and Use) Regulations 1998 and the Gas Appliances (Safety) Regulations 1995.
5.4 Where the Services include electrical work, all work shall comply with BS 7671 (Requirements for Electrical Installations, IET Wiring Regulations) and the Electricity at Work Regulations 1989.
5.5 The Contractor shall ensure that any operative carrying out work under this Contract is suitably qualified, trained, and, where legally required, holds a valid trade certification or registration.
6. ACCESS TO PROPERTY
6.1 The Client shall provide the Contractor with safe and reasonable access to the property on each agreed visit date. Access shall be provided during normal working hours (Monday to Friday, 08:00 to 18:00) unless otherwise agreed in writing.
6.2 Where access is provided outside normal hours, the Contractor may apply an out-of-hours surcharge, which shall be agreed in advance.
6.3 If the Client fails to provide access on an agreed visit date without reasonable notice, the Contractor may charge the Client a wasted-visit fee equivalent to two hours of the call-out rate.
6.4 Where keys or access codes are provided to the Contractor, the Contractor shall keep such items secure and return them promptly upon termination of this Contract.
7. LIABILITY
7.1 The Contractor shall be liable for loss or damage caused to the Client’s property as a direct result of the Contractor’s negligence or breach of this Contract.
7.2 The Contractor shall not be liable for pre-existing damage or faults, ordinary wear and tear, damage caused by the Client’s own actions or omissions, or consequential or indirect losses.
7.3 Nothing in this Contract shall limit or exclude liability for death or personal injury caused by negligence, fraud, or any other matter that cannot be excluded by law under the Unfair Contract Terms Act 1977 or the Consumer Rights Act 2015.
7.4 Subject to clause 8.3, the Contractor’s total liability under this Contract shall not exceed the total fees paid in the 12 months preceding the event giving rise to the claim.
8. DATA PROTECTION
8.1 Each Party shall comply with all applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, in connection with any personal data processed under or in connection with this Contract.
9. GENERAL PROVISIONS
9.1 A person who is not a party to this Contract shall have no right to enforce any of its terms under the Contracts (Rights of Third Parties) Act 1999.
9.2 This Contract constitutes the entire agreement between the Parties relating to its subject matter and supersedes all prior agreements and understandings.
9.3 No amendment or variation of this Contract shall be effective unless made in writing and signed by both Parties.
9.4 This Contract and any dispute or claim arising out of or in connection with it shall be governed by and construed in accordance with the laws of England and Wales. The Parties submit to the exclusive jurisdiction of the courts of England and Wales.
IN WITNESS WHEREOF, the Parties have executed this Maintenance Contract as of the date first written above.
THE CLIENT
Full name: [Client Name]
Address: [Client Address], [Client City], [Client Postcode]
THE CONTRACTOR
Full name / Company name: [Contractor Name]
Address: [Contractor Address], [Contractor City], [Contractor Postcode]
Client
________________
Signature
Date: ________________
Contractor
________________
Signature
Date: ________________
What Is a Maintenance Contract (UK)?
A Maintenance Contract in the United Kingdom sets the services to be provided, the fees, the timetable, and each side's responsibilities for the engagement, with its requirements set by the Companies Act 2006.
Maintenance contracts are used across a wide range of sectors, from residential property maintenance (such as regular checks and servicing of heating systems, gutters, and roofing) to commercial facilities management (covering HVAC systems, fire safety equipment, lifts, and electrical systems). A maintenance contract may cover planned preventative maintenance (PPM), reactive maintenance, or both. PPM involves scheduled inspections and servicing at fixed intervals to reduce the risk of breakdown. Reactive maintenance addresses faults and failures as they arise, typically on a call-out basis.
A written maintenance contract provides legal certainty for both the client and the maintenance contractor. Without a written agreement, disputes frequently arise about what is included in the agreed fee, how quickly the contractor must respond to emergency call-outs, what happens if the client or contractor terminates the arrangement, and who is responsible if equipment is damaged during a maintenance visit.
Maintenance contractors in England and Wales must comply with a range of statutory obligations depending on the nature of the work they carry out. The Health and Safety at Work etc. Act 1974 imposes a general duty on contractors to confirm the safety of their workers and others who may be affected by their work. Where gas or electrical work is included, additional regulatory requirements apply. Gas work must be carried out by a Gas Safe registered engineer under the Gas Safety (Installation and Use) Regulations 1998, and electrical work must comply with BS 7671 (the IET Wiring Regulations) and the Electricity at Work Regulations 1989.
For rented residential properties, landlords in England and Wales have specific statutory maintenance obligations, including annual gas safety checks (under the Gas Safety (Installation and Use) Regulations 1998), electrical installation condition reports every five years (under the Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020), and a duty to confirm the property is fit for human habitation under the Homes (Fitness for Human Habitation) Act 2018. A well-structured maintenance contract with a reputable contractor can assist landlords in meeting these obligations and in demonstrating compliance to tenants and local authorities.
The legal framework governing the Maintenance Contract (UK) in United Kingdom draws on several key statutes and regulatory bodies. Under the Companies Act 2006, Companies House maintains the register of UK companies. Section 386 of the Companies Act 2006 sets accounting record obligations. The Competition and Markets Authority (CMA) enforces the Consumer Rights Act 2015. The Financial Conduct Authority (FCA) regulates financial services under the Financial Services and Markets Act 2000. The High Court of Justice has jurisdiction under the Senior Courts Act 1981. Parties executing a Maintenance Contract (UK) in United Kingdom should confirm the document reflects current law, including any amendments enacted since the original drafting date. The Companies Act 2006 sets the foundational requirements.
When Do You Need a Maintenance Contract (UK)?
A written Maintenance Contract should be put in place before maintenance services begin, whether for a single property, a portfolio of properties, or a particular item of plant or equipment. There are numerous situations in which a formal maintenance contract is particularly important.
For residential landlords in England and Wales, a maintenance contract with a qualified contractor provides an effective way to meet statutory obligations relating to gas safety, electrical safety, and fitness for human habitation. The Gas Safety (Installation and Use) Regulations 1998 require landlords to arrange annual gas safety checks by a Gas Safe registered engineer. The Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020 require landlords to obtain an Electrical Installation Condition Report (EICR) every five years. A maintenance contract that incorporates these statutory checks gives landlords documentary evidence of compliance and streamlines the management of their obligations.
For commercial property owners and facilities managers, a maintenance contract is essential for managing the ongoing upkeep of office buildings, retail premises, industrial units, and multi-tenanted properties. Key systems such as HVAC, lifts, fire detection and suppression equipment, plumbing, and access control all require regular servicing by qualified technicians. A planned preventative maintenance (PPM) programme, incorporated into a maintenance contract, helps to confirm business continuity, reduce the risk of unexpected breakdowns, and demonstrate compliance with health and safety legislation.
For equipment owners, a maintenance contract with the manufacturer or an authorised service provider may be required to maintain the manufacturer’s warranty and to confirm that equipment is serviced in accordance with the manufacturer’s specifications. Many types of commercial equipment, including commercial refrigeration, catering equipment, and medical devices, must be serviced at regular intervals to comply with applicable legislation and insurance requirements.
Finally, a maintenance contract is important when key-holding or access arrangements are required: for example, where the maintenance contractor is provided with keys or an access code to enter the property outside normal hours. The contract should address access arrangements and key security, and provide for the return of keys upon termination.
What to Include in Your Maintenance Contract (UK)
A well-drafted Maintenance Contract for use in England and Wales should include the following key provisions to protect both the client and the maintenance contractor.
The scope of services clause is the most important element of any maintenance contract. It should clearly describe the property or equipment to be maintained, list all planned preventative maintenance (PPM) tasks to be carried out at each visit, identify any items of equipment or areas of the property that are excluded from the contract, and specify the type of maintenance to be provided (PPM only, reactive only, or both). Ambiguity in the scope of services is the most common source of disputes under maintenance contracts.
The maintenance schedule clause should specify the frequency of planned maintenance visits (for example, monthly, quarterly, or annually), the arrangements for notifying the client of each visit, and the agreed response times for reactive maintenance and emergency call-outs. Many maintenance contracts distinguish between different categories of urgency: for example, an emergency call-out (response within 4 hours) for a complete heating system failure in winter, versus a non-urgent call-out (response within 48 hours) for a minor fault.
The fees and payment clause should set out the annual fee for the planned maintenance programme, the basis on which reactive call-outs are charged (typically a call-out fee plus an hourly rate), and the arrangements for charging for parts and materials (either included in the annual fee up to a threshold, or charged separately at cost plus a mark-up). The payment terms should comply with the Late Payment of Commercial Debts (Interest) Act 1998 for commercial contracts.
The standards and compliance clause should confirm the applicable legislation, British Standards, and industry accreditations relevant to the maintenance work. Where gas or electrical work is included, the contract should specifically reference the Gas Safety (Installation and Use) Regulations 1998 or the Electricity at Work Regulations 1989 and BS 7671, as applicable.
The liability clause should specify the contractor’s liability for damage caused during maintenance visits, any limitation on that liability, and the insurance cover maintained. The termination clause should specify the notice period, any cancellation charges, and whether annual fees paid in advance are refundable on a pro-rata basis.
Additional compliance elements for a Maintenance Contract (UK) used in United Kingdom include: Under the Companies Act 2006, Companies House maintains the register of UK companies. Section 386 of the Companies Act 2006 sets accounting record obligations. The Competition and Markets Authority (CMA) enforces the Consumer Rights Act 2015. The Financial Conduct Authority (FCA) regulates financial services under the Financial Services and Markets Act 2000. The High Court of Justice has jurisdiction under the Senior Courts Act 1981. Forms-legal.com provides this template as a starting point for United Kingdom-compliant documentation.
Cite this page
Reference this free template in an article, syllabus, or research note:
Forms Legal. (2026). Maintenance Contract (UK) (United Kingdom) [Legal document template]. Forms Legal. https://forms-legal.com/uk/business/contracts/maintenance-contract-uk
"Maintenance Contract (UK) (United Kingdom)." Forms Legal, 2026, https://forms-legal.com/uk/business/contracts/maintenance-contract-uk.
@misc{formslegal-maintenance-contract-uk,
author = {{Forms Legal}},
title = {Maintenance Contract (UK) (United Kingdom)},
year = {2026},
howpublished = {\url{https://forms-legal.com/uk/business/contracts/maintenance-contract-uk}},
note = {Free legal document template. Based on Companies Act 2006}
}Also available for these jurisdictions:
Frequently Asked Questions
Maintenance contracts in England and Wales are primarily governed by the Supply of Goods and Services Act 1982, which implies a term that services must be performed with reasonable care and skill, within a reasonable time, and for a reasonable charge (unless the charge is fixed by the contract). Where the client is a consumer, the Consumer Rights Act 2015 reinforces these obligations under section 49, and gives the consumer statutory remedies if the service does not meet the required standard, including the right to require repeat performance or a price reduction. If the contract is concluded at a distance or off-premises, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 apply, giving the consumer a 14-day right to cancel. For commercial maintenance contracts, the Late Payment of Commercial Debts (Interest) Act 1998 entitles the service provider to statutory interest on overdue invoices. The Health and Safety at Work etc. Act 1974 and associated regulations also impose obligations on maintenance contractors carrying out work on commercial or domestic premises.
Planned preventative maintenance (PPM) is a structured programme of regular inspection, servicing, and repair carried out at predetermined intervals to reduce the risk of equipment or property failure. Unlike reactive maintenance (which responds to breakdowns after they occur), PPM aims to identify and address potential problems before they cause disruption, injury, or costly emergency repairs. In England and Wales, many statutory obligations require PPM: for example, the Regulatory Reform (Fire Safety) Order 2005 requires regular fire safety checks and maintenance of fire detection and suppression equipment; the Gas Safety (Installation and Use) Regulations 1998 require annual gas safety checks by a Gas Safe registered engineer for rented properties; and the Electricity at Work Regulations 1989 require electrical systems to be maintained in a safe condition. A well-drafted maintenance contract should clearly distinguish between PPM visits (included in the annual fee) and reactive call-outs (charged separately), set out the frequency of PPM visits, and specify the response time for emergency call-outs.
There is no statutory requirement for a self-employed maintenance contractor to hold public liability insurance in England and Wales. However, public liability insurance is strongly recommended and is often a contractual requirement imposed by commercial clients, facilities management companies, and property managing agents. Public liability insurance protects the contractor against third-party claims for personal injury or property damage arising from the contractor’s work. The level of cover required varies depending on the type and scale of work: for routine property maintenance, £2,000,000 is common; for larger commercial contracts, £5,000,000 or more may be required. Employers’ liability insurance is a legal requirement under the Employers’ Liability (Compulsory Insurance) Act 1969 for any maintenance contractor who employs staff, with a minimum statutory limit of £5,000,000 per occurrence.
Maintenance contractors in England and Wales must comply with a range of legislative and regulatory standards depending on the nature of the work. All contractors must comply with the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and the Construction (Design and Management) Regulations 2015 where applicable. For gas work, the contractor must be registered with the Gas Safe Register in accordance with the Gas Safety (Installation and Use) Regulations 1998. For electrical work, the contractor must comply with the Electricity at Work Regulations 1989 and BS 7671 (IET Wiring Regulations). For work involving asbestos (common in older commercial buildings), the Control of Asbestos Regulations 2012 must be followed, and certain asbestos work requires a licence from the Health and Safety Executive. Contractors working in rented residential properties must also satisfy compliance with the Homes (Fitness for Human Habitation) Act 2018. Industry accreditations such as Contractors Health and Safety Assessment Scheme (CHAS), Constructionline, or SafeContractor demonstrate compliance to clients.
In the event of a dispute about the quality of maintenance work, the first step is to raise the issue in writing with the maintenance contractor, specifying the nature of the complaint and requesting a remedial visit. Under the Consumer Rights Act 2015, a consumer client is entitled to request repeat performance at no extra charge if the service was not carried out with reasonable care and skill. If the contractor is a member of a trade body (such as the Chartered Institute of Building Services Engineers or the British Institute of Facilities Management), the trade body may offer a complaints or mediation service. Where a maintenance contract includes a dispute resolution clause, the parties may be required to attempt mediation before commencing litigation. For smaller disputes, the client may be able to use the courts’ small claims track (for claims up to £10,000) without the need for legal representation. The Limitation Act 1980 provides that a claim in contract must be brought within 6 years of the breach (or 12 years if the contract is under seal as a deed).
Yes, a maintenance contract may be terminated early, but the consequences will depend on the terms of the contract and whether the client is a consumer or a business. Where the contract contains a notice period for termination (for example, three months), either party may terminate by giving the required notice, and fees will be payable until the end of the notice period. If the client paid an annual fee in advance, they should be entitled to a pro-rata refund for the unused portion of the contract period, subject to any reasonable administration charges. Either party may terminate immediately for material breach: for example, if the maintenance contractor consistently fails to attend scheduled visits or carries out work to an unacceptably poor standard. Where the client is a consumer and the contract was concluded at a distance, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 give a 14-day statutory right to cancel without penalty. It is important to document all communications in writing when terminating a maintenance contract to avoid disputes about notice periods or outstanding fees.
This template is provided for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction and change over time. Consult a qualified attorney for advice specific to your situation.Full disclaimer
Found an error? Let us knowRelated Documents
You may also find these documents useful:
Building Contract (UK)
Create a legally compliant Building Contract for construction works in England and Wales. Covering payment notices under the Housing Grants, Construction and Regeneration Act 1996, CDM 2015 obligations, defects liability, liquidated damages for delay, retention, adjudication rights, and Building Safety Act 2022 compliance — this template is suitable for residential extensions, commercial fit-outs, and new build projects.
Service Agreement (UK)
Create a detailed UK service agreement governed by the laws of England and Wales. Covers the Consumer Rights Act 2015, Supply of Goods and Services Act 1982, Late Payment of Commercial Debts (Interest) Act 1998, UK GDPR, IR35, VAT, intellectual property, and confidentiality. Suitable for consultants, freelancers, agencies, and businesses of all sizes.
Cleaning Contract (UK)
Create a professional Cleaning Contract for England and Wales. Suitable for residential and commercial cleaning services, this template covers scope of services, schedule, fees, COSHH compliance, insurance, and termination rights under English law.
Home Renovation Contract (UK)
Create a Home Renovation Contract compliant with the Consumer Rights Act 2015 and Consumer Contracts Regulations 2013 for building and renovation works in England and Wales. This template protects both homeowners and contractors, covering scope of works, price and payment, start and completion dates, Building Regulations responsibility, materials, workmanship guarantee, the 14-day consumer cancellation right, and dispute resolution under English law.
Property Management Agreement (UK)
Appoint a professional managing agent to handle your residential letting in England and Wales with a detailed Property Management Agreement. Covers tenant finding, rent collection, maintenance, inspections, deposit handling, and compliance with the Estate Agents Act 1979, Consumer Rights Act 2015, Tenant Fees Act 2019, and mandatory redress scheme membership under the Enterprise and Regulatory Reform Act 2013.