Annual maintenance contract template: free in Word, or sign it online

Reviewed in October 2026

An annual maintenance contract, or AMC, is a yearly agreement where a service provider keeps equipment running for a fixed fee. It lists the equipment, the number of preventive visits, the response time for breakdowns and what parts are covered. It is common for air conditioners, elevators, generators, computers and machines.

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Ten documents free, no card. Signed by the customer and the service provider.

The full annual maintenance contract

ANNUAL MAINTENANCE CONTRACT

This Annual Maintenance Contract (the "Contract") is made on [date] between [customer name], with address at [address] (the "Customer"), and [service provider name], with address at [address] (the "Provider").

1. Equipment

The Provider will maintain the equipment listed in Schedule A, with make, model, serial number and location of each unit (the "Equipment").

2. Preventive Maintenance

The Provider will carry out [number] preventive maintenance visits during the term, on [schedule], including [cleaning, inspection, lubrication, calibration, filter changes and tests]. The Provider will leave a service report signed by the Customer after each visit.

3. Breakdown Calls

The Customer may report breakdowns by [phone / WhatsApp / email] at [contact]. The Provider will respond within [number] hours and attend on site within [number] hours during [working hours and days]. Calls are [unlimited / limited to [number] per year].

4. Type of Contract and Parts

This is a [comprehensive contract, which includes labor and spare parts / non-comprehensive contract, which includes labor only; parts are charged at [list price / quoted price] with the Customer's approval]. Consumables such as [list] are [included / not included].

5. Exclusions

The Contract does not cover damage caused by misuse, power fluctuations, fire, flood, accidents, relocation or repairs by others, nor items listed here: [exclusions].

6. Fee and Payment

The annual fee is [currency and amount], plus applicable taxes, payable [in advance / in [number] installments on [dates]].

7. Term and Renewal

The Contract runs from [start date] to [end date]. It may be renewed by written agreement. The Provider will send a renewal quote [number] days before the end date.

8. Customer Duties

The Customer will give access to the Equipment, operate it according to the manufacturer's instructions and not allow third parties to repair it during the term.

9. Liability

The Provider's liability is limited to the annual fee. The Provider is not liable for indirect losses such as lost production or profits.

10. Termination

Either party may end the Contract with [number] days written notice. Fees paid for the unused period are refunded pro rata, less the cost of services already provided.

11. Governing Law and Signatures

This Contract is governed by the laws of [state or country]. The parties agree to sign it electronically.

Customer

Name: [name]

Signature: ______________

Date: [date]

Provider

Name: [name]

By: [name, title]

Signature: ______________

Date: [date]

What the template includes

Customer and service provider
Equipment list with serial numbers and locations
Number and content of preventive visits
Service report after each visit
Breakdown response and on-site time
Comprehensive or non-comprehensive coverage
Exclusions
Annual fee, taxes and payment plan
Term and renewal quote
Customer duties
Limit of liability
Termination with pro rata refund

What you fill in

Field	Example
Customer	Sunrise Diagnostics Pvt. Ltd.
Provider	CoolAir Services
Equipment	14 split air conditioners and 2 cassette units
Preventive visits	4 a year, every 3 months
Response time	4 hours, on site within 24 hours
Type	Non-comprehensive, labor only
Annual fee	INR 84,000 plus GST, paid quarterly
Term	November 1, 2026 to October 31, 2027

How it gets signed

1Choose «Use this template», fill in the fields and review the full annual maintenance contract.
2Send it by WhatsApp or email. The other party opens the link on their phone without an account.
3They tap the brown bar at the bottom that says «Sign as …» and draw their signature once.
4Everyone gets the signed PDF with its signature certificate. Anyone can check it at signsolu.com/verificar.

What you get once everyone signs

The signed PDF. The final annual maintenance contract with every drawn signature in place.
The signature certificate. It lists each signer and the date and time of each signature.
A record you can check. The folio on the certificate opens the document history at signsolu.com/verificar.
Reminders. Turn them on and SignSolú reminds every signer who has not signed yet.

Your first ten documents are free and need no card.

What the law says

An AMC is a services contract. Contract law in your country or state governs it, and no special form is required.

In the United States, the ESIGN Act, 15 U.S.C. 7001 gives an electronic signature the same legal effect as one on paper. A contract cannot be denied effect only because it was signed electronically.

In India, section 5 of the Information Technology Act, 2000 gives electronic signatures legal recognition. A service contract like an AMC is not in the Act's First Schedule of exclusions, so it can be signed electronically.

Set the taxes the way your tax law requires. In India, AMC fees usually carry GST, and the invoice should show it separately.

Comprehensive or non-comprehensive AMC

	Comprehensive	Non-comprehensive
Labor	Included	Included
Spare parts	Included	Charged separately
Annual fee	Higher	Lower
Best for	Older equipment with frequent parts	New equipment under warranty

Pick comprehensive when parts fail often or a breakdown is expensive. Pick non-comprehensive when the equipment is new and rarely needs parts.

What equipment usually has an AMC

Air conditioners and HVAC in offices, clinics and shops.
Elevators and escalators in residential and commercial buildings.
Generators and UPS units where power cuts are common.
Computers, printers and networks in small offices.
Water purifiers and RO plants in homes, schools and restaurants.
Production machines in factories and workshops.

How to set a fair response time

Response time is when the provider answers the call. Attendance time is when a technician arrives on site.

Write both in clause 3. A server room needs a technician in hours. An office printer can wait a day.

Say which days and hours apply. Weekend and night calls cost more, so agree on them up front.

Common mistakes

No equipment list. Without serial numbers, nobody knows which units are covered. Fill in Schedule A unit by unit.

Unclear parts rule. Most AMC disputes are about who pays for a part. Clause 4 settles that before the first breakdown.

No service reports. Signed reports prove each visit happened. Ask for one every time.

Letting the contract lapse. Equipment that runs without cover for a month can cost more than the renewal. Put the end date in your calendar.

Renewing an AMC every year

Providers send a renewal quote before the end date. Compare it with the number of calls and parts you used during the year.

Update Schedule A when equipment is added or removed. Then sign the new contract the same way, from your phone.

Service reports that hold up

Each visit should end with a report that lists the unit, the work done and any part replaced. The customer signs it before the technician leaves.

Send the report as a signable document after each visit. The customer signs from the phone, and both sides keep a dated record of the whole year.

Before you sign

Read every clause of the annual maintenance contract with the other party before anyone signs. Change what does not fit your deal.
Check how electronic signatures are recognized where you sign in the e-signature validity guide by country.
Learn how anyone can confirm a signed document at signsolu.com/verificar.
Got another document from someone as a PDF or a phone photo? Sign documents online for free, with no account.

Other templates

Frequently asked questions

What does AMC stand for?

Annual maintenance contract. It covers maintenance of equipment for one year for a fixed fee.

Is an AMC signed online legally valid?

Yes. In the United States the ESIGN Act recognizes electronic signatures. In India the IT Act does the same for contracts like an AMC.

Are spare parts included in an AMC?

Only in a comprehensive AMC. In a non-comprehensive AMC, parts are charged separately.

Can I cancel an AMC before the year ends?

Yes, with the notice in clause 10. Unused fees are refunded pro rata.

Can one AMC cover several locations?

Yes. List each unit and its location in Schedule A.

What is the difference between an AMC and a warranty?

A warranty comes with the equipment and covers defects. An AMC is a paid service that covers upkeep and breakdowns for a year.

Does the other party need a SignSolú account?

No. They open the link on their phone and sign with the brown bar at the bottom.

Can I edit the clauses before sending it?

Yes. After «Use this template» you can change any clause before you send it.