Know what your
agreement covers.

What a good agreement defines.

Each part should be written down and agreed before the first visit.

Covered equipment

The agreement lists every asset it includes. For each one, record:

• Equipment type, make, model, and serial number where available
• Location within the site, and access notes
• Approximate age and known condition
• Any manufacturer or warranty requirements that apply

Task schedules

Each asset has a visit cadence and a task list agreed for its type and use. Ask how the schedule accounts for:

• Operating hours and seasonal load
• Manufacturer guidance
• Critical equipment that needs closer attention
• Visits during business hours versus agreed off-hours windows

Reporting expectations

Agree what you receive after each visit and how. Common items include:

• Tasks completed, by asset
• Readings and observations
• Issues found and recommended next steps
• The format and who receives the report

Exclusions

Clear exclusions prevent surprises. Agreements commonly state whether they include:

• Major repairs and component replacement
• Parts, refrigerant, and consumables
• Work outside agreed hours
• Equipment not on the covered list

Additional repairs

Define what happens when a visit finds a problem:

• How findings are documented and communicated
• How follow-up work is quoted
• Whether minor corrections can be made during the visit
• How urgent issues are escalated

Approval procedures

Decide in advance who can authorize work and how:

• Named contacts who can approve additional work
• Any spending thresholds that need further approval
• Purchase-order or work-order requirements
• How approvals are recorded

Related information.