Facilities Management Agreement — Word & PDF Template

This facilities management agreement template sets out the terms under which an FM provider manages and maintains a client’s property or premises. It covers scope of services, service levels, staffing, fees, health and safety, statutory compliance, insurance and termination, for FM providers and clients in England and Wales.

Who is this template for?

It suits facilities management companies, building and estate managers, landlords and occupiers outsourcing property services, and businesses commissioning cleaning, maintenance, security and compliance services under a single agreement.

What does the template include?

The agreement is organised into clearly numbered clauses:

• Parties — identifies the client and the FM provider.
• Property — the premises covered by the agreement.
• Scope of FM Services — tick boxes for services such as maintenance, cleaning, security, waste, grounds and fire safety equipment.
• Term — an initial term that renews annually unless either party gives 6 months’ notice.
• Service Levels and Standards — performance standards and KPIs.
• Staffing — personnel allocated to the services.
• Subcontracting — use of subcontractors.
• Fees and Payment — a monthly management fee (reactive repairs above the allowance and specialist costs are extra), quotations for larger additional works and payment within 30 days.
• Health and Safety — health and safety responsibilities.
• Statutory Compliance — the provider assists the client with fire safety, asbestos, Legionella and electrical safety obligations and reports compliance issues.
• Records and Reporting — record-keeping and reporting duties.
• Client Access — access arrangements for the client.
• Insurance — required insurance cover.
• Limitation of Liability — the provider’s liability is capped at management fees paid in any 12 months, with no liability for indirect loss.
• Termination — for unremedied breach after 21 days, and by the client on 6 months’ notice after the initial term.
• Governing Law — confirms England and Wales law applies.
• Signatures — signing block for both parties.

Easy to customise

The template opens in Microsoft Word, Google Docs and LibreOffice. Fill in the highlighted fields, set the scope, service levels and fees, tick the relevant options and edit any clause to suit the property.

Format and scope

Download instantly as an editable Word (.docx) file and a PDF, formatted to A4. Written in plain British English with light, general references to England and Wales commercial and health-and-safety law.