Annual Maintenance Contract Format: Free AMC Agreement Template (Word)
An annual maintenance contract format is the written agreement a service business signs with a customer for a year of equipment upkeep: who the parties are, which equipment is covered, what type of AMC it is, how many visits are included, what a breakdown call covers, the fee and payment terms, and how the contract renews. Below is a free AMC agreement template in Word with a clause for each of the four common contract types, plus a clause-by-clause guide to filling it in.
Most AMC formats you find online are a single company's contract scanned to PDF, or a government tender's terms. They are hard to edit and usually fit only one kind of contract. This template is written to be edited: blanks to fill, one clause to tick for the contract type, and annexures for the equipment list and the visit schedule.
Download the AMC agreement template (Word, free)
15 clauses and 3 annexures: equipment covered, planned visits, and rates for chargeable parts. Edit it in Word or Google Docs.
This is a starting template, not legal advice. Have a lawyer review it before you use it, and check the stamp duty that applies in your state.
What an AMC agreement must contain
Whatever the equipment, an AMC agreement needs to answer the same questions, because these are the questions that come up when something breaks:
- Who the parties are: legal names, addresses and GSTINs of the service provider and the customer.
- What is covered: each unit's make, model, serial number and location. Anything not listed is not covered.
- The contract period: a start date and an end date, usually one year.
- The type of contract: comprehensive, non-comprehensive, labour only or warranty extension. This decides who pays for spare parts.
- Visits per year: how many preventive maintenance visits, and roughly when.
- Breakdown calls: how to report one and how quickly the provider will attend.
- Exclusions: what the fee never covers, such as misuse or electrical damage.
- The fee and payment terms, with GST shown separately.
- Renewal and termination: how the contract renews, at what price, and how either side can end it.
The template, clause by clause
The template follows that order. Here is what each clause does and what to write in its blanks.
| Clause | What it settles | What you fill in |
|---|---|---|
| Parties | Who is bound by the agreement | Names, addresses, GSTINs, signatories |
| 1. Equipment and site | What is covered, and where | Site address; units in Annexure A |
| 2. Contract period | When cover starts and ends | Start and end dates |
| 3. Type of contract | Who pays for parts and labour | Tick one of 3A to 3D, delete the rest |
| 4. Preventive visits | How many scheduled visits | Visits per year; dates in Annexure B |
| 5. Breakdown calls | How to report a fault and the response time | Phone, email or WhatsApp; hours to attend |
| 6. Spare parts | Quality of parts and approval before fitting | Nothing, unless you change the terms |
| 7. Exclusions | What the fee never covers | Any specific parts or consumables you exclude |
| 8. Fee and payment | The price, GST and when it is paid | Fee before GST, payment terms, days to pay |
| 9. Customer responsibilities | Access, correct use, a contact person | Contact name and phone |
| 10. Liability | The cap on what the provider owes | The cap, for example the fee paid |
| 11. Renewal | How and at what price it renews | Days before expiry the quote is sent |
| 12. Termination | How either side can end it | Notice period; refund on early exit |
| 13 to 15 | Force majeure, disputes, entire agreement | The city whose courts have jurisdiction |
Choosing the contract type clause
Clause 3 is the one that matters most, because it decides who pays when a part fails. The template has four versions of it. Tick one and delete the other three before you send the agreement.
- 3A Comprehensive AMC: the fee covers preventive visits, breakdown labour and the spare parts needed for the repair, except what clause 7 excludes.
- 3B Non-comprehensive AMC: the fee covers visits and labour; parts are charged at the rates in Annexure C. There is a blank for any consumables you include.
- 3C Labour only: the fee covers labour; all parts and consumables are charged separately.
- 3D Warranty extension: the fee covers repair of manufacturing defects after the manufacturer's warranty ends, with a blank for how many preventive visits, if any, are included.
Providers use these names loosely, so the wording of the clause matters more than the label. If you are not sure which type to sell, our guide to AMC meaning, types and AMC vs CMC walks through the same breakdown under a comprehensive and a non-comprehensive contract.
Filling in the template
- Parties and site. Write the legal names, addresses and GSTINs of both businesses and the address of the site where the equipment is installed.
- Equipment. List every unit in Annexure A with its make, model and serial number. A unit missing from the list is not covered, so take the serial numbers from the equipment itself.
- Contract type. Tick one option in clause 3 and delete the other three.
- Visits and fee. Fill in visits per year, the breakdown response time, the fee before GST and the payment terms. Put the planned visit dates in Annexure B.
- Lawyer review. Have a lawyer check the agreement, then both parties sign, with two witnesses.
Visits per year and the visit schedule
Clause 4 asks for visits per year spread at roughly equal intervals from the start date: 4 visits a year means one visit about every 3 months. Annexure B has a row per visit with the planned date, the date it was completed and the technician, so the same sheet doubles as a record of what was done.
Fee, GST and payment terms
Clause 8 states the fee before GST and adds GST at the rate that applies on the invoice date, shown separately on the invoice. AMC services are usually taxed at 18%; the SAC codes and how to invoice an AMC are covered in our guide to GST on AMC. Payment terms are a blank, because they vary: some providers take 100% in advance, others bill in quarterly instalments.
Renewal and termination
Clause 11 has the provider send a renewal quotation a set number of days before the contract ends, and the contract renews only when the customer accepts it in writing, so neither side is caught by an automatic renewal at a price they did not agree. Clause 12 sets the notice period and what is refunded if the customer ends the contract early.
Common mistakes in AMC agreements
- No serial numbers. "Two split ACs at the office" leads to an argument when a third unit is installed. List each unit.
- A type with no parts clause. Writing "comprehensive AMC" without saying which parts are excluded leaves every expensive part open to dispute.
- No response time. If the agreement does not say how quickly a breakdown is attended, the customer and the provider will each assume a different answer.
- GST folded into the fee. Show the fee before GST and the GST separately, so the invoice matches the agreement.
- Silent renewal. Agree in writing how the contract renews and at what price, before the end date.
After it is signed: keeping track of the contract
A signed agreement only helps if your team can see its terms when a visit is due or a customer calls with a breakdown. Most small service businesses keep this in a spreadsheet until the customer list grows past what one person can remember.
Fuzen AMC Hub stores the same fields this template asks for. Each contract records the customer and site, the contract type (comprehensive, non-comprehensive, labour only or warranty extension), the service type, start and end dates, the value before GST, visits per year and payment terms, and the equipment it covers. Saving the contract builds its visit schedule: 4 visits a year gives one visit every 3 months from the start date.
From there, a breakdown call logged under a live contract is marked covered with no invoice, and a call out of contract is marked chargeable so a service invoice can be raised. Contracts expiring in the next 30 days appear in one list, and a contract can be renewed with a price change in one step, which starts a new visit schedule and marks the old contract renewed.
Frequently asked questions
What is the format of an annual maintenance contract?
An annual maintenance contract format names the parties, lists the equipment covered with serial numbers, states the contract period and the type of AMC, sets the number of preventive visits and the breakdown response time, lists exclusions, and states the fee, GST, payment terms, renewal and termination. The free Word template on this page follows that order in 15 clauses and 3 annexures.
Is there an AMC contract format in Word?
Yes. The template on this page is a Word file you can edit in Word or Google Docs. Fill the blanks, tick one contract type in clause 3, and complete the equipment and visit annexures.
Can I use this AMC agreement as it is?
Use it as a starting point. It is not legal advice, so have a lawyer review it for your business and your state before you use it with customers, including the stamp duty that applies.
What is the difference between a comprehensive and a non-comprehensive AMC agreement?
In a comprehensive AMC the fee covers spare parts as well as visits and labour, apart from listed exclusions. In a non-comprehensive AMC the fee covers visits and labour, and the customer pays for parts separately. The template has a clause for each, plus labour only and warranty extension.
Should GST be included in the AMC contract value?
State the fee before GST and add GST separately at the rate that applies on the invoice date. That way the agreement and the invoice show the same figures.
How many visits should an AMC include?
It depends on the equipment and what you agree with the customer. The template asks for visits per year and spreads them at roughly equal intervals: 4 visits a year means one about every 3 months.
Does an AMC renew automatically?
Not in this template. The provider sends a renewal quotation before the contract ends, and the contract renews only when the customer accepts it in writing, at the fee stated in the quotation.
