Quick answer
An AMC contract should state: the two parties, the equipment covered (with model and serial number), AMC type, start and end dates, number of preventive visits, how complaints are raised and attended, what is included and excluded, the contract value and payment terms, renewal terms, and termination conditions. A sample format is below.
The clauses every AMC contract needs
- Parties — provider's business name, address and GSTIN if registered; customer's name and site address.
- Equipment schedule — each unit listed separately with product, brand, model, serial number and location.
- AMC type — comprehensive or non-comprehensive, stated plainly.
- Contract period — start date and end date for each unit.
- Preventive maintenance — number of visits per year and what each visit includes.
- Breakdown support — how to raise a complaint, working hours, and the target response time.
- Inclusions — what labour and parts are covered.
- Exclusions — what is not covered, in a clear list.
- Contract value and payment — amount, tax, due date and mode of payment.
- Customer responsibilities — access to the site, stable power, not allowing third-party repairs.
- Renewal — how and when renewal will be offered, and that pricing may be revised.
- Termination — notice period and what happens to unused visits.
Sample AMC contract format
Replace everything in [square brackets]. Remove clauses that do not apply to your trade.
ANNUAL MAINTENANCE CONTRACT
This Annual Maintenance Contract is made on [date] between [Provider business name], [address], GSTIN [number, if applicable] (the "Service Provider") and [Customer name], [site address] (the "Customer").
1. Equipment covered
The equipment listed in Schedule A (the "Equipment").
2. Type of contract
[Comprehensive / Non-comprehensive] Annual Maintenance Contract.
3. Contract period
From [start date] to [end date] for each unit, as listed in Schedule A.
4. Preventive maintenance
[Number] preventive visits during the contract period, covering [list of tasks, e.g. cleaning, inspection, performance check].
5. Breakdown service
The Customer may report complaints on [phone / WhatsApp / customer portal] between [hours] on [days]. The Service Provider will make reasonable efforts to attend within [target time] of the complaint being registered.
6. Inclusions
[Labour for preventive and breakdown visits. For comprehensive contracts: replacement of parts listed in Schedule B.]
7. Exclusions
Damage due to misuse, accident, fire, water, voltage fluctuation or acts of nature; cosmetic and body parts; consumables [list]; relocation or reinstallation; repairs by any third party; [other].
8. Contract value and payment
Total contract value of Rs. [amount] plus applicable taxes, payable [in advance / in instalments] by [mode]. Services may be paused if payment is overdue.
9. Customer responsibilities
Provide access to the Equipment during visits, maintain stable power supply, and not permit any other party to repair the Equipment during the contract period.
10. Renewal
The Service Provider will offer renewal before the end date. Renewal pricing may be revised based on the age and condition of the Equipment.
11. Termination
Either party may terminate with [number] days' written notice. [State whether any refund applies to unused visits.]
For Service Provider: ______________ For Customer: ______________
Name, signature and date
Schedule A — Equipment
| # | Product | Brand / model | Serial no. | Location | Start date | End date |
|---|---|---|---|---|---|---|
| 1 | [e.g. Split AC 1.5 ton] | [ ] | [ ] | [e.g. Reception] | [ ] | [ ] |
| 2 | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
Common contract mistakes
- One line for all equipment. "All ACs at site" leads to arguments when a new unit is added. List every unit.
- No serial numbers. Without them, you cannot prove which unit is covered.
- Vague exclusions. "Major parts excluded" means different things to each side. Name the parts.
- Promising a fixed response time you cannot keep. Use "target" or "reasonable efforts" wording and set realistic hours.
- No renewal clause. Customers then assume the price is fixed forever.
After the contract is signed
The contract is only half the job. The details in Schedule A — each unit with its dates — need to be in the system your team uses daily. That is what AMC software is for. If the type of contract is still unclear, read comprehensive vs non-comprehensive AMC first. You can see how AMC management software stores units and contracts, and browse trade-specific setups on the industries page.
How AMCFlow helps
- Enter each unit from your equipment schedule with its own AMC start and end dates.
- Log complaints against the AMC so every breakdown has a complaint number you can refer to.
- Customers can log in to the customer portal with WhatsApp OTP and raise complaints themselves.
- On paid plans, we set up your existing customer and contract data from Excel for you.
Frequently asked questions
What should an AMC contract include?
It should include the parties, an equipment list with serial numbers, AMC type, start and end dates, preventive visits, complaint process, inclusions, exclusions, contract value, payment terms, renewal and termination terms.
Is this AMC contract sample legally valid?
The sample is a general template for information only and is not legal advice. Requirements vary by state and situation, so check with a qualified professional before using it.
Should each unit have its own dates in an AMC contract?
Yes, if units were bought or added at different times. Listing each unit with its own start and end date avoids disputes about what is covered.
What exclusions are common in AMC contracts?
Common exclusions include misuse, accidents, fire, water or voltage damage, cosmetic parts, certain consumables, relocation and repairs done by a third party.
Can I use one AMC contract format for all my customers?
You can keep one base format and change the equipment schedule, AMC type, visits and price for each customer. Trade-specific tasks and exclusions should be adjusted for each type of equipment.