A generator service agreement defines what the shop must deliver and what the customer agrees to pay. Review the covered equipment, visit scope, exclusions, reporting requirements, and approval process together before signing; those commitments determine the work and costs the office needs to plan for throughout the term.
Clear scope helps the office explain covered work and quote repairs that need separate approval. Ambiguous after-hours terms, load bank scope, and parts coverage can leave the shop performing work it did not price. Review those boundaries before the customer signs.
How do I track generator maintenance contracts?
Track each generator maintenance contract on the customer and the covered units, not in a separate spreadsheet. Record the equipment list, visit cadence, load bank and ATS scope, inclusions, exclusions, and the term. When a visit is due, the agreement should already name the unit, the work, and the record the customer will receive.
Keep that record on the customer and the equipment, then let the due visit pull the same scope. Pricing the lines is covered in how to price a commercial generator PM contract.
Define each included and excluded service
Check each item against the equipment and the customer's requirements. State whether it is included, excluded, or subject to a separate quote, then name the approval needed before the shop performs additional work:
- Load bank scope & frequency: load level, duration, and frequency per the adopted edition and the AHJ, and who supplies the bank.
- Transfer-switch (ATS) testing cadence: transfer and re-transfer testing, per switch, on a stated schedule.
- Fuel quality testing & polishing: diesel degrades; say whether testing/polishing is included or billed.
- Battery load testing: battery failure is a common no-start cause; specify the test, don't assume it.
- After-hours / emergency response: response window and the rate that applies outside it.
- Trip / travel charges: the basis, stated, with remote and multi-site accounts in mind.
- Parts markup & what's included: specify coverage for oil, filters, coolant, and major components, plus the pricing basis for items billed outside the agreement.
- Exclusions: what is not covered, in writing, so a failure isn't assumed to be on you.
- Price adjustments: state any agreed adjustment method, timing, notice, and approval requirements.
- Response-time SLA & term/renewal: define the commitment, renewal process, and cancellation terms.
Check the cost of delivering the scope
Estimate labor, travel, parts, consumables, and test equipment for the covered units and visit cadence. Price load bank and fuel testing scope as stated line items. Review the resulting margin and any agreed price-adjustment terms; keep unapproved repairs and possible future work out of the contracted revenue forecast.
The full method (the two levers, the line-item boundaries, the as-found parts split, and the escalation clause) is its own guide: how to price a generator PM contract. This one is about the agreement the pricing lives in.
Tie the scope to the NFPA 110 record
Where NFPA 110 applies, each PM tier should identify the records included in the scope and the requirements used to define them. Review the applicable fields, such as load level, duration, voltage and amperage per phase, frequency, transfer times, exhaust temperature, observations, and the named technician who performed it. Put it in the agreement, then make sure your system actually produces it.
The moat
Get the template
Grab the template below: the scope sections, tier structure, and line items above, laid out as the blueprint for your own agreement and your legal review.