When it comes to managing a commercial property, few documents are as critical — yet as overlooked — as your maintenance contract. It’s the blueprint for how your building is cared for, what your provider is responsible for, and how risks are handled when things go wrong. But here’s the problem: many contracts are written with gaps, unclear language, or omissions that can leave you vulnerable.The reality is, unless you've reviewed dozens of these documents or have a legal background, it’s easy to assume a contract covers more than it actually does. In this article, we’ll explore the most common oversights in commercial property maintenance agreements, what to look for, and how to ensure your building and budget are fully protected.

The Unspoken Gaps in Commercial Property Maintenance Contracts

At first glance, a typical maintenance agreement might seem straightforward. It lists the services, sets a timeline, and outlines some costs. But a closer look often reveals:

Vague Scope of Work

Many contracts use phrases like “routine maintenance” or “standard cleaning,” but what does that actually include? Does it cover exterior cleaning, gutter clearance, facade checks? Without specificity, you may find that what you assumed was covered is actually an optional extra — and an expensive one at that.

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Exclusion of Emergency Services

It’s easy to overlook what happens outside the 9–5 window. Will your provider handle emergency callouts on weekends? Do they charge double time for evenings? If your contract doesn’t include emergency response clauses, you may be left scrambling — and paying premium rates when it matters most.

Ambiguous Service Frequency

A service may be listed, but how often is it carried out? Monthly? Annually? Only on request? A lack of clarity here leads to gaps in coverage and reactive maintenance rather than a structured, preventative approach.

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Pro Tip: Look for contracts that include a detailed service calendar or allow you to build a customised schedule around your property’s needs.

One of the most frustrating experiences for a property manager is discovering fees that weren’t anticipated. This often stems from a lack of detail in the original contract. Common hidden costs:

Fee Type

Typically Missing From Contracts

Equipment Use Fees

Access platforms or scaffolding surcharges

Disposal or Material Fees

Not always included in quoted rates

A well-written commercial property maintenance contract should itemize these costs or state clearly when they apply. Transparency is key to budget forecasting and operational trust.

Risk & Accountability: What Happens When Things Go Wrong?

Another common oversight is the lack of detail around performance expectations and liabilities. Without measurable standards, it's difficult to hold your contractor accountable.

Lack of SLAs and KPIs

A strong maintenance contract should include service level agreements (SLAs) — such as response time for urgent issues or timeframes for resolving faults. Key performance indicators (KPIs) help both sides stay aligned and reduce ambiguity.

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No SLA = No Accountability If the contract doesn’t define how performance is measured, there’s little you can do when standards drop or services are missed.

No Exit Strategy

What if you’re unhappy with the service? Can you exit early? Is there a penalty? Many contracts are written to heavily favour the provider — with auto-renewals and restrictive break clauses. A fair agreement should include review periods and exit options based on performance.

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Compliance and Legal Coverage: Is Your Contractor Up to Standard?

In the current regulatory landscape, health & safety compliance isn’t optional — and your contractor must reflect that. Yet many contracts omit critical details like insurance, training certifications, or adherence to local legal requirements.

Ask yourself:

Does the contract reference the contractor’s liability coverage?

Are operatives qualified for high-access or hazardous tasks?

Is there documentation available on risk assessments and method statements?

Without these assurances, you may be held responsible if something goes wrong — even if you weren’t directly involved.

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Final ThoughtsA maintenance contract should protect you — not create blind spots. If your current agreement lacks specificity or transparency, it might be time for a review.At Classic London, we work with property professionals to deliver preventative maintenance services backed by clear, reliable agreements. No guesswork. No vague promises. Just trusted results.Contact us to discuss how we can help refine or replace your current maintenance structure with one that truly works for your business.