Property Maintenance and Facility Services Quotation

What a good one includes

• A detailed scope of work that explicitly categorizes routine tasks, preventative maintenance schedules, and seasonal services.
• A transparent pricing breakdown distinguishing between flat-rate labor fees, estimated material costs, and specialized equipment rentals.
• Clear service level agreements defining your guaranteed response times for urgent repairs and routine tenant requests.
• A formal clause specifying billing cycles, deposit requirements for major repairs, and acceptable payment methods.
• An exhaustive list of exclusions detailing exactly which damages or hazardous materials fall outside the standard agreement.
• Proof of business credentials, including active general liability insurance limits, worker's compensation, and relevant trade licenses.

Common mistakes to avoid

• Leaving the scope of work vague, which leads to costly scope creep where clients expect free extra labor for unspecified tasks.
• Failing to define what constitutes an emergency repair, resulting in late-night call-outs without premium emergency labor rates.
• Omitting a clear mechanism for handling price fluctuations in materials, leaving your business to absorb sudden inflation costs during a long-term contract.
• Lacking a termination clause, which can trap your business in an unprofitable or toxic client relationship with no clean exit strategy.

Frequently asked questions