What to Ask Before Signing a Facility Maintenance Contract

Most facility maintenance problems don't start with bad work – they start with a vague contract. Here are the questions worth asking before you sign anything.

1. Is the scope written down, in plain English?

If you can't read the scope and understand exactly what's included, how often, and who's doing it, that's the first red flag. Ask for a written scope and schedule, not a verbal summary.

2. Who do you actually call when something breaks?

Find out whether reactive repairs go through a call centre, a rotating roster, or a named contact who knows your site. One point of accountability matters more once something's actually gone wrong on a Sunday.

3. How is quality checked – and by whom?

Ask whether inspections happen against the written scope, or whether "quality" is just whatever the crew reports back. Scheduled, independent checks matter more than good intentions.

4. Can you combine services under one contract?

If you're juggling separate contractors for cleaning, electrical, plumbing and grounds, ask whether a provider can bring that under one contract and one invoice. It's rarely more expensive, and it removes a lot of the coordination work from your plate.

5. What happens if the crew changes?

Ask about staff turnover and induction. A site that gets a different crew every few months loses the local knowledge that makes maintenance fast and low-friction.