You've probably wrapped up a frantic summer of back-to-back emergency fixes, only to hit a dead winter where jobs dry up and you're left checking your phone.
In the property maintenance industry, contracts for regular maintenance work are the steady lifeline that you need when the busy times slow down. It will keep regular work coming in during the quiet spells, ensuring your business runs and grows.
A maintenance contract is a legal document that spells out how you'll inspect, service, repair, and at times replace key building parts over 12 to 36 months.
With these contracts, you visit sites on a set schedule instead of reacting to breakdowns. You catch small faults early, minimise crisis calls, and turn one-off jobs into ongoing work. Property management software keeps everything in check when handling many locations.
Types of Property Maintenance Contracts
Property maintenance contracts differ, depending on what they cover, or whether they are standard annual maintenance contracts or corrective contracts. It’s important to know the difference so that you can offer the correct type depending on your client’s needs.
Annual Maintenance vs Corrective Contracts
Annual Maintenance Contracts (AMCs) are about playing offence, not defence. They lock in a year of planned work with automatic renewals and predictable site visits, quarterly HVAC tune-ups, annual fire alarm testing, or biannual electrical inspections.
Instead of scrambling when something breaks, AMCs bundle the essentials: seasonal start-ups, compliance checks, and wear-and-tear basics like filters and belts, all wrapped into a single, agreed price. Property managers get clean budgets and zero surprises. You get steady work, dependable cash flow, and a schedule you can actually plan around.
Corrective contracts, on the other hand, only show up when something’s already gone wrong. A boiler gives up mid-winter. A pipe bursts at 2 a.m. A tenant calls because the power’s out.
You’re paid per call-out or repair, which keeps things simple for one-off jobs, but the work is reactive and often urgent. Great for quick wins, less great for building long-term stability.
Strategic Maintenance Models
Not all maintenance strategies are created equal. The difference between constant fire-fighting and controlled, profitable operations often comes down to how intentional your maintenance model really is.
Preventative Maintenance (PM) is the foundation. It’s built around scheduled, routine checks designed to catch small issues before they turn into expensive failures. Think regular inspections, servicing, and part replacements done on your terms, not in response to an emergency.
Risk-Based Maintenance goes a step further by prioritising what matters most. Instead of treating every asset the same, this model focuses time and resources on high-risk equipment, the assets most likely to fail or cause serious safety, compliance, or operational issues. It’s a smarter way to allocate labour when budgets, time, or headcount are tight.
Condition-Based Maintenance is the most data-driven approach. Maintenance is triggered by real-time performance data rather than a fixed schedule. Sensors, usage metrics, and system alerts signal when equipment is actually degrading, allowing work to happen at exactly the right moment, not too early, not too late.
The Advantages of Property Maintenance Contracts
Well-run preventive maintenance contracts deliver real value to both sides: steady jobs and cash flow for you as a contractor, reliable upkeep and costs for property managers. Both parties win, which explains why these deals are now common in property upkeep.
For Contractors
Property maintenance contracts are one of those quietly smart decisions that pay off month after month. Instead of reacting to problems as they pop up, you get structure, predictability, and fewer nasty surprises.
Guaranteed Recurring Revenue
Instead of constantly chasing the next job, contracts give you locked-in work month after month. That steady cash flow makes forecasting, hiring, and investing in tools or vehicles way easier.
Stabilises Income Through Market Fluctuations
Summers boom, winters drag, or recessions cut calls. Contracted work continues regardless of broader market conditions. Buildings still need servicing, safety checks still matter, and compliance doesn’t pause just because the economy does.
Ensures Future Billable Work
Maintenance contracts bake future billable work straight into your schedule. You stay front-of-mind, first on site, and first to quote when repairs, upgrades, or compliance work inevitably roll in.
Predictable Monthly Payments for Multi-Property Portfolios
- One invoice, one payment, every month - contracts consolidate work into a fixed monthly fee
- Stable cash flow across multiple sites - get paid consistently while spreading effort efficiently across the portfolio.
- Easier forecasting and resourcing - avoid overstaffing in quiet periods or understaffing during spikes
- Reduced admin at scale - reduce time spent reconciling jobs
- Better margins over time - contracts are sticky. Clients are far less likely to switch providers once you’re embedded across sites.
For Property Managers and Clients
Managing multiple buildings means balancing operating costs, asset performance, compliance, and tenant expectations. Clear, professionally managed maintenance contracts bring structure and control to that complexity for both the property managers and the clients.
Budget Predictability for Annual Maintenance Costs
Agreed contract pricing removes surprise invoices and allows accurate annual budgeting across sites. Fixed fees make it easier to forecast spend and typically deliver measurable savings on labour and parts compared to reactive, one-off repairs.
Improved Asset Lifespan and Value Through Preventive Maintenance
Regular inspections and planned servicing extend the life of critical systems substantially. Well-maintained assets retain value longer, reduce capital replacement risk, and avoid costly failures caused by minor, preventable issues.
Higher Tenant Satisfaction With Reliable Systems
Proactive maintenance reduces service disruptions such as summer air-conditioning outages or winter heating failures. More reliable systems mean fewer complaints and lower tenant turnover.
Priority Response for Urgent Issues
Contracted properties receive priority call-outs when failures occur. Faster response times help keep operations running and minimise operational disruption and reputational risk, especially in buildings where system reliability is critical.
How to Structure a Strong Maintenance Contract
You've dealt with those arguments over "what's included" or surprise bills that eat your margins. Clear contracts cut the confusion, protect your time, and keep clients happy by spelling out every detail upfront. If it’s vague, you’ll feel it later in scope creep or unpaid extras.
What Every Maintenance Contract Should Include
Detailed Scope of Work
Clearly define exactly what the contract covers, and what it doesn’t. This should include:
The more specific this section is, the fewer disputes you’ll deal with later.
Duration and Termination Policies
Set clear timeframes and exit rules so neither side is guessing. Make sure the contract states:
Pricing and Payment Terms
Remove ambiguity around money by documenting:
Clear pricing protects cash flow and avoids awkward conversations.
Service Level Agreements (SLAs)
Define accountability on both sides by outlining:
SLAs align expectations around urgency, service quality, and responsibility.
Pricing Models That Protect Profit
Pricing mistakes usually show up later, in unpaid travel, underpriced emergencies, and margins that quietly disappear. Strong contracts price for reality, not best-case scenarios.
Profit-Focused Pricing Based on Visit Frequency - Tier by visits per asset yearly. Charge more for nights, weekends, or holidays. Factor in consumables like filters and travel, since sites that are far apart cost way more than a tight cluster.
Hybrid Models - Use a flat fee for planned preventive visits. Bill separately for non-covered repairs, major parts, inspection-found projects, or SLA extras. Clients get steady costs; you guard your margins.
Risks to Avoid When Signing Maintenance Contracts - Big-name deals look shiny until they sting. Even veteran contractors hit these traps. Here are some tips on how to avoid risks.
Priority Response Pricing - 24/7 or 4-hour guarantees mean overtime and reshuffles. Price it high to cover the chaos this could cause.
Legal Review for Complex Contracts - Run JCT, ACA, FIDIC, or NEC forms by a lawyer. Loose wording sparks fights that drain 5-10% of your revenue. These can be avoided with proper review.
Concentration Risk - Keep no client over 5-10% of your yearly take. The 2020-2024 slumps crushed those tied to one portfolio. Diversification is the key to success.
Document Your Assumptions - Note access hours, starting gear condition, tenant no-show rules, and site safety needs right in the contract. This avoids ambiguity and makes the rules of engagement clear for all parties.
Best Practices Before and After You Sign - Once you land the deal, it is then time deliver and reap the profits from your efforts.
Always Inspect Equipment Before Agreeing to Service - Check old HVAC, fire panels, or BMS setups thoroughly. Snap photos, log notes, and reference them if issues pop up.
Define Inclusions and Exclusions Clearly - List preventive vs. billable tasks, including parts, obsolete gear handling, and liability for pre-existing problems.
Set Limits on Appointments Where Needed - Cap yearly emergencies, charge for no-access visits, and switch to hourly after set service hours.
Standardise Delivery - Run checklists and workflows to ensure your team hits the scope every visit, leaving no need for overtime.
How to Win Property Maintenance Contracts
Big public bodies, retailers, or property firms run tenders to pick their maintenance partners. Smaller landlords fire off quick RFQs. Either way, they want proposals packed with proof you can deliver, not just the lowest price. In 2026, the organised, credible outfits win the work.
The Tender Process
There are two primary tender types to understand. It is crucial to get these correct when you respond to the request, so that you have the best chance of being awarded a contract.
1. Open tenders - Open tenders provide direct access to the Invitation to Tender (ITT) without any prior qualification. This allows you to begin crafting your proposal immediately.
2. Closed tenders - Closed tenders require a two-stage approach:
- Pre-qualification Questionnaire – This stage evaluates whether your company meets the necessary experience, qualifications, and criteria to proceed.
- Invitation to Tender (ITT) – Upon successful pre-qualification, you receive the ITT and can formally submit your bid.
Familiarity with these tender types will help you prepare your bids more strategically. Let’s now examine how to approach tenders step-by-step.
Working with tenders is not at all like grabbing a one-off job off a board; contractors often bid for opportunities via a formal procurement portal, so you have to follow strict steps when it comes to preparing your response:
- Review their exact specs and qualifications needed, from insurance to past portfolio examples.
- Tailor your bid with site-specific plans, pricing breakdowns, and your track record on similar gigs.
- Hit deadlines, often with interviews or site audits.
- Stand out by showing data, like how your preventive checks cut downtime 30% for other clients.
If you get this right, you can lock in multi-year deals that will fill your winter schedule.
Building a Strong ITT Response
Here’s how field service businesses can position themselves to secure the right contracts and grow their portfolios by building a strong ITT response.
1. Identify Tender Opportunities
Start by checking sites where tenders get posted. Platforms like OJEU act as a hub for upcoming building maintenance contracts. Watch for Prior Information Notices (PINs), which tip you off to tenders dropping in the next year. Spotting them early lets you prep your bid docs ahead of the crowd.
2. Select Suitable Tenders
Not every tender will be the right fit for your business. Carefully review each opportunity to assess:
- Contract type and scope
- Estimated contract value
- Duration and renewal terms
Make sure your company meets all required certifications and financial criteria before investing time in a bid. Ask yourself:
- Do we have the capacity and expertise to deliver?
- Are our certifications and licenses up to date?
- Can we meet the client’s financial and operational requirements?
If you’re unsure or answer no, it’s often best to focus on tenders where you can confidently compete.
3. Understand Contract Frameworks
Dig into contract documents thoroughly. Get familiar with standard UK building maintenance types like JCT, ACA, FIDIC, and NEC.
- JCT (Joint Contracts Tribunal)
- ACA (Association of Consultant Architects)
- FIDIC (International Federation of Consulting Engineers)
- NEC (New Engineering Contract)
Watch for extras like the CIC BIM Protocol on Level 2 BIM projects. Knowing these frameworks makes sure your tender matches what clients expect and meets legal standards.
4. Prepare a Comprehensive Invitation to Tender (ITT) Response
Make it sharp and client-focused: scope with pricing, timelines, key staff bios, gear lists, tech stack, past wins, and refs. Polish it to prove you're the safe, capable pick. You’ll need to include:
Structure your response clearly:
- Executive summary – Why you’re the right partner
- Understanding of client needs – Prove you’ve read and understood their requirements
- Scope and methodology – How you’ll deliver
- Staffing and resources – Who will do the work
- Pricing – Clear, itemised, defensible
- Value-added services – What sets you apart
Submitting a polished, well-organised ITT improves your chances of success and sets the tone for a strong client relationship.
Spell out exactly how you'll handle their scope. Add sample maintenance schedules, your planned tech numbers, and coverage for peak seasons or busy periods. Property managers want proof of real operational efficiency.
If bidding for larger commercial or infrastructure work, explicitly reference familiarity with relevant contract standards—JCT Design and Build 2016, ACA PPC2000, FIDIC Red/Yellow Books, NEC4 ECC. This signals professionalism and reduces client risk.
Clearly outline why your business is the best fit:
- Track record on similar sites
- Safety performance metrics
- Sample KPIs from existing contracts
- How your systems support transparency and compliance
Job management software pulls your workforce data, asset logs, and SLAs into bids fast. It cuts grunt work and shows clients your operation runs tight. Using integrated job management software like BigChange can centralise this data, making it easy to generate consistent, accurate tender documents quickly.
How to Manage Maintenance Contracts Successfully
Once a contract kicks in, your success hinges on steady work, straight talk with tenants, and tweaking things based on real job data. Field service management software keeps your team on track, turning a signed deal into years of renewals and add-on sites.
Customer Experience and Retention
Annual agreements deepen customer relationships.
Each quarterly check gives you face time to prove your worth, earn trust, and spot extra jobs like system tweaks or add-ons.
Train technicians to gather feedback during routine check-ups:
- Ask about recurring maintenance issues
- Note tenant complaints or requests
- Document observed equipment concerns
- Discuss upcoming property plans that might need contractor support
Mobile tools help demonstrate savings and build trust
Apps like the BigChange Mobile App let your techs pull up service logs, before-and-after shots, and proof of dodged costs right on site.
Spotting issues early, like a chiller on its way out before summer hits, lets you pitch proactive fixes that bring in project cash alongside your steady contract pay. That's how top maintenance crews grow client accounts year after year.
How BigChange Transforms Maintenance Contract Management
BigChange fits trade crews like HVAC, electrical, plumbing, fire, and security companies around the world. It handles your full maintenance contract cycle, from initial quotes through to final invoices, all in one connected setup.
Lynx Maintenance is a family-owned maintenance company based in Uxbridge, servicing more than 3,000 properties on behalf of landlord and property management clients across the South of England. As the business scaled, Lynx recognised that their existing systems couldn’t support the pace of growth they were experiencing.
To stay ahead, Lynx made the switch to BigChange. With built-in service and resource management, financial tools, and an integrated CRM, the platform gave the team the structure and visibility they needed to grow, without adding unnecessary complexity.
“We invoice instantly when a job is completed, and have seen our productivity and service levels hit new heights. This is just the beginning, as we believe that this technology will enable our company to grow without the cost and risk that goes with expansion.” - Chris Moseley Founder & Managing Director of Lynx Maintenance
Effortless Contract Setup and Asset Management
Build customised maintenance agreements that include:
- Client details and contact information
- Contract type (AMC, corrective, hybrid)
- Start and end dates with renewal terms
- Billing frequency (monthly, quarterly, annually)
- Included services and pricing structures
Attach detailed asset registers to each contract right from the start. List equipment type, serial number, location, and warranty details so your field teams always know exactly what they are servicing, with zero guesswork or missed jobs.
Standardised contract templates cut down admin time and keep terms uniform across every customer. Scale from 10 to 100 contracts without chaos or inconsistent wording.
Smarter Scheduling and Operations
BigChange automatically creates recurring jobs based on contract frequency:
- Quarterly HVAC preventive maintenance
- Six-monthly fire alarm inspections
- Annual electrical safety checks
No more manual calendar management or missed visits.
Route optimisation and scheduling tools let dispatchers group jobs by location, slash drive time, and pack more work into each tech's day across big portfolios. One contractor hits 80 retail sites in a metro area by clustering visits by postcode and skills, cutting overtime, and finishing more jobs daily.
Office teams view all contract jobs in one schedule, shift dates for tenant requests, and track SLA status live.
Enhanced Technician Performance in the Field
BigChange’s mobile app gives technicians everything they need before arriving on site:
- Full job history
- Contract documents
- Asset details and specifications
- Custom checklists for PM consistency
Checklists guarantee your team hits every task consistently. Filter swaps, safety tests, and photo proof all get done right, customised by gear type or contract tier. Built-in risk checks and safety steps match local rules and client procedures.
On-site quoting lets techs draft fixes or efficiency upgrades right there for issues spotted during visits. With the client seeing the problem live, landing that extra work happens fast.
Stronger Reporting and Tender Success
BigChange tracks the KPIs that matter for contract management:
- Renewal rates
- Cancellation rates
- SLA compliance
- First-time fix rate
- Average response times
Pull reports on visits finished on time, breakdowns by gear type, and contract costs against revenue. Export the numbers or view them in dashboards to see exactly how each deal performs.
This data powers your next tender bids. Swap vague promises for hard stats like "99.2% SLA hit rate on 120 contracts in 2025." Clients trust proof that closes deals.
Share clean service logs, job photos, and asset timelines with clients. It builds faith, shifts renewals to value talks, and skips price haggling.
Grow Your Business With Property Maintenance Contracts
Well-run maintenance contracts do more than fill your schedule. They stabilise revenue, improve margins, and smooth out workload peaks and troughs.
Set a clear target for 2026–2027. If recurring revenue makes up 30% of your business today, aim for 60%. If you’re already at 60%, push toward 75%. Each move away from emergency call-outs reduces uncertainty and makes planning, resourcing, and forecasting easier.
The most successful contractors aren’t always the biggest. They win by staying organised, responding quickly, and using data to run tighter operations. Get the systems right, and larger, multi-site portfolios become far more achievable.
Ready to see property maintenance management in action for 2026? Book a personalised demo and check it out.
