What goes into an AMC contract
An AMC (annual maintenance contract) is a promise for a year: the customer pays a fixed fee, and you keep the listed equipment working with planned service visits and breakdown repairs. Government tenders sometimes call the version that includes spare parts a CMC, a comprehensive maintenance contract. Whatever the trade — AC, RO water purifier, CCTV, solar, lift or computers — a good AMC contract answers the same questions in writing:
- Who and when: both parties, a contract number, the start and end dates.
- What exactly: each unit with its brand, model, serial number and where it is.
- What is covered: labour only, or labour and parts — and which parts, gas and filters.
- How often: the number of preventive visits and the months they fall in.
- How fast: how soon a technician comes after a breakdown call, and in which hours.
- What is not covered: misuse, voltage damage, outside repairs, shifting.
- Money: the price before GST, the GST, when it is paid, and what happens when it is late.
- The end: renewal, ending it early, liability, and where disputes go.
The format below covers all of these. Write every one down: what is left unwritten is what you and the customer argue about later.
AMC contract format: the full contract to copy or download
Words in [brackets] are yours to fill in or choose. The Word file has the same contract, plus the five visit checklists below as Schedule B and a visit record as Schedule C. Need a PDF? Fill it in, then save it as PDF from Word or Google Docs.
ANNUAL MAINTENANCE CONTRACT (AMC)
Contract no. [AMC-0001] · Date [DD/MM/YYYY] · Place [City]
This contract is made between:
The Service Provider: [Company name], [address], GSTIN [GSTIN], phone [phone], email [email].
The Customer: [Name or company], [address of the site], GSTIN [if registered], phone [phone].
1. Period
This contract runs for [12] months, from [start date] to [end date], both days included.
2. Equipment covered
This contract covers only the equipment listed in Schedule A, at the address given there. Equipment added later is covered from the day both parties sign an updated Schedule A, at the price agreed then. The Service Provider inspected the equipment on [date] and found it in working order, except: [none / list].
3. Type of cover (tick one)
☐ Comprehensive: labour for preventive visits and breakdown calls, and the spare parts listed in clause 6(a), at no extra charge.
☐ Non-comprehensive (labour only): labour for preventive visits and breakdown calls. Spare parts, gas and consumables are charged as in clause 6(b).
4. Preventive maintenance visits
The Service Provider will make [4] preventive visits in the period, in or around [month], [month], [month] and [month]. Each visit covers the checklist in Schedule B and is recorded in Schedule C. The Service Provider will fix the date with the Customer at least [2] days before. If the Customer cannot give access on the agreed day, the visit moves to a new date both agree; a visit not taken by the end of the period lapses.
5. Breakdown calls
The Customer may report a breakdown on [phone / WhatsApp number] between [9 am and 7 pm, Monday to Saturday, except public holidays]. A technician will attend within [24] working hours of the call, at sites within [city limits / __ km]. If a part must be ordered, the Service Provider will tell the Customer the expected date. Breakdown calls in the period: [unlimited / up to __]. If a repair takes more than [__] days because of the Service Provider, it will [lend a standby unit / add the days lost to the contract / none].
6. Spare parts and consumables
(a) Comprehensive cover includes these parts: [list, e.g. PCB, fan motor, capacitor, pump, sensor]. It does not include: [list, e.g. compressor, filters and membranes, gas beyond __ top-up(s), remote, batteries, plastic and body parts, hard disks].
(b) Under non-comprehensive cover, and for any part outside 6(a), parts are charged at [the price on the Service Provider’s price list, plus GST / no more than the MRP, which includes GST], only after the Customer approves the estimate.
(c) Parts fitted will be [new and genuine / of equal quality]. Parts taken out [are returned to the Customer / become the Service Provider’s].
(d) If the maker no longer supplies a part, the Service Provider will tell the Customer and offer an alternative with its price; it is not bound to supply a part that is not available.
7. What is not covered
(a) Damage from accident, misuse, theft, fire, water, lightning, pests or rodents, or natural events.
(b) Damage from voltage fluctuation, faulty wiring or earthing at the site, or [for a water purifier: input water beyond the purifier’s rated TDS].
(c) Repairs or changes made by anyone other than the Service Provider while this contract runs.
(d) Shifting, uninstalling or reinstalling the equipment, and civil, plumbing or electrical work outside the equipment.
(e) Equipment not listed in Schedule A.
(f) [Any other exclusion].
8. The Customer’s part
The Customer will give safe access at agreed times, provide a stable power supply and proper earthing, use the equipment as the maker’s manual says, report faults promptly, and not let anyone else repair the equipment while this contract runs.
9. Price, GST and payment
The contract price is ₹[amount] plus GST at [18]% (SAC [code]), a total of ₹[total]. It is payable [in full in advance on signing / in __ instalments on __], by [UPI / bank transfer / cheque / payment link]. The Service Provider will issue a GST tax invoice. If a payment is more than [15] days late, the Service Provider may pause visits after written notice, until it is paid.
10. Renewal
This contract ends on its end date unless renewed. The Service Provider will remind the Customer about [30] days before. The renewal price may change; the new price will be given in writing before renewal. If the contract lapses, the Service Provider may inspect the equipment, at its usual visit charge, before taking it under a new contract.
11. Ending the contract early
Either party may end this contract with [30] days’ written notice; email or WhatsApp counts as writing. If the Customer ends it, the Service Provider will refund [the fee for the unused months, less the cost of visits and parts already given / nothing]. If either party breaks this contract and does not put it right within [15] days of written notice, the other may end it at once.
12. Liability
The Service Provider’s staff will take reasonable care of the Customer’s property. The Service Provider’s total liability under this contract is limited to the price paid for the current period, and it is not liable for indirect loss, such as lost business, spoiled food, lost data or lost recordings, except where the law does not allow such a limit. The Customer is responsible for backing up its own data.
13. Events beyond control
Neither party is liable for a delay caused by events beyond its reasonable control, such as floods, storms, strikes, lockdowns or government orders. Visits held up this way will be made as soon as possible after.
14. Service reports
Each visit is recorded in a service report, on paper or digital, with the date, the technician, the work done and the parts used, confirmed by the Customer by signature or message.
15. Disputes
The parties will first try to settle any dispute by talking to each other. This contract is governed by the laws of India, and the courts at [city] have jurisdiction.
16. Whole agreement
This contract, with Schedules A, B and C, is the whole agreement between the parties. A change is valid only when both agree to it in writing.
Signatures
For the Service Provider
Name: [name]
Designation: [designation]
Signature and seal:
Date: [DD/MM/YYYY]
For the Customer
Name: [name]
Designation (if a company): [designation]
Signature:
Date: [DD/MM/YYYY]
Witnesses (optional): 1. [name and signature] 2. [name and signature]
Schedule A — Equipment covered
| No. | Equipment | Brand | Model | Serial no. | Location at site | Installed on |
|---|---|---|---|---|---|---|
| 1 | [e.g. Split AC 1.5 t] | [e.g. Hall] | ||||
| 2 | ||||||
| 3 |
Schedule B — What each preventive visit covers
The checklist for the equipment in Schedule A: use the AC, RO, CCTV, solar or computer checklist on this page, or write your own. Follow the maker’s manual where it says more.
Schedule C — Visit record
| Visit | Due around | Date done | Technician | Work done and parts used | Customer’s sign |
|---|---|---|---|---|---|
| 1 | [month] | ||||
| 2 | [month] | ||||
| 3 | [month] | ||||
| 4 | [month] |
A sample, not legal advice. This is a sample format to adapt with your lawyer — and the GST lines with your CA — before you use it. Ask your lawyer, too, whether it needs stamp paper in your state.
Comprehensive vs non-comprehensive AMC
Clause 3 is the biggest choice in the contract. A comprehensive AMC includes labour and the spare parts the contract lists, for one fixed price. A non-comprehensive AMC — also called labour only — includes the visits and the repair work, and parts are charged when they are used.
| Comprehensive AMC | Non-comprehensive AMC | |
|---|---|---|
| Preventive visits | Included | Included |
| Breakdown calls (labour) | Included | Included |
| Spare parts | Included, as listed in the contract | Charged extra, after the customer approves the estimate |
| Consumables: filters, membranes, gas, batteries | Only those the contract names; say how many | Charged extra |
| Price | Higher: you carry the cost of parts that fail | Lower: the customer pays for parts |
| The customer’s bill in the year | Known in advance | Changes with what breaks |
| Suits | Older or business-critical equipment; customers who want one fixed cost | Newer equipment that rarely needs parts; customers who would rather pay for parts as needed |
Price a comprehensive AMC from your own records: what parts failed on that kind of unit, at that age, last year. Leave expensive parts you cannot predict, like an AC compressor on an old unit, out of the cover — or price them in openly. Either way, the parts list in clause 6(a) decides who pays when something breaks, so be exact there.
How to fill in the AMC contract format
- Contract number. Keep one series — AMC-0001, AMC-0002 — and put the same number on the invoice and every visit report.
- Period. Write both dates. A year from 16 October ends on 15 October the next year, not on the 16th. For a contract of two or three years, write the price for each year.
- Equipment. Inspect each unit before you sign and write its serial number. A unit that was already faulty should be repaired, at a charge, or listed in clause 2 as an exception.
- Visits. Promise a number you can deliver and name the months. Spread them evenly, with one just before the busy season — for an AC, before summer.
- Response time. Say working hours, not “24 hours”, and limit the distance. A promise you keep is worth more than a short one you miss.
- Price. Write the price before GST, the GST and the total separately, and take it in advance where you can.
- Renewal. Remind the customer before the end, and give a new price in writing before it applies.
- Signatures. Both sides sign every page; each keeps a signed copy.
When visits are spread evenly, they fall due like this for a contract from 1 April to 31 March:
| Visits a year | When they fall due |
|---|---|
| 2 | Early July, end of December |
| 3 | End of May, end of September, end of January |
| 4 | Mid-May, mid-August, mid-November, mid-February |
| 6 | Early May, early July, end of August, end of October, end of December, early March |
GST and SAC code on an AMC
An AMC is a maintenance and repair service, which GST lists under heading 9987, “Maintenance, repair and installation (except construction) services”. At the time of writing (October 2026) the rate on it is 18%: 9% CGST plus 9% SGST on a supply within your state, or 18% IGST on a supply between states. The rate for the central half is entry 25 of Notification 11/2017-Central Tax (Rate), and the rate changes of 22 September 2025 did not change that entry.
The full SAC (services accounting code) has six digits; how many of them your invoice must show depends on your turnover, so ask your CA. The maintenance and repair codes in heading 9987, from GST’s official list of services, include:
| SAC | Maintenance and repair services of… |
|---|---|
| 998713 | Computers and peripheral equipment |
| 998715 | Electrical household appliances |
| 998716 | Telecommunication equipment and apparatus |
| 998717 | Commercial and industrial machinery |
| 998718 | Elevators and escalators |
| 998719 | Other machinery and equipment |
Which code fits your contract — a home AC, an office CCTV system, a rooftop solar plant — is a question for your CA; once settled, use it on every AMC invoice. A software AMC is a different kind of service, IT support rather than repair of equipment, so ask your CA for its code too. Spare parts you sell separately, under a non-comprehensive AMC, are goods: bill them with their own HSN code and rate. If a comprehensive AMC’s price includes parts, ask your CA how to show it on the invoice. The rates change from time to time, so check with your CA before you rely on them.
AMC visit checklists: AC, RO, CCTV, solar and computers
Attach the checklist that fits as Schedule B, so the customer knows what a visit includes and the technician knows what to do. These are starting lists: follow the maker’s manual where it says more, and note readings in the visit report.
AC AMC: what each visit covers
- Clean the air filters and check them for damage.
- Clean the indoor coil and the outdoor coil; a wet (jet or foam) service before summer.
- Clear and flush the drain pipe; check for water leaking indoors.
- Check cooling at the vent and the gas pressure; top up gas only after the leak is found and fixed.
- Check the fan motors, blower, capacitor and wiring; tighten loose terminals.
- Check the remote, the display and the thermostat.
- Check the outdoor unit’s stand, airflow around it and vibration.
For a comprehensive AC AMC, say whether the compressor, the PCB and gas are included, and how many gas top-ups.
RO water purifier AMC: what each visit covers
- Measure the TDS of the input water and the purified water; note both.
- Clean the pre-filter and the sediment housing; replace the sediment and carbon filters when due.
- Check the membrane’s output and the purified water’s TDS; replace the membrane when due.
- Check the UV lamp or UF stage, where fitted.
- Check the pump, adapter (SMPS), solenoid valve, float and auto shut-off.
- Check every connector and pipe for leaks; clean and sanitise the storage tank.
- Check the flow of purified water.
Filters and the membrane are most of an RO AMC’s cost. Write which ones a comprehensive AMC includes and how many times a year, and the input water TDS the purifier is rated for.
CCTV AMC: what each visit covers
- Check every camera’s live view, focus, angle and night vision.
- Clean the camera lenses and housings.
- Check the DVR or NVR: recording on every channel, the hard disk’s health and the days of recording kept.
- Check the recorder’s date and time.
- Check the power supply, adapters, connectors, cables and the UPS.
- Check remote viewing on the customer’s phone.
- Update the firmware where the maker has released an update; change any default password.
For a CCTV AMC, list every camera and recorder in Schedule A with its location, and say whether hard disks, adapters and cable runs (how many metres) are included.
Solar AMC: what each visit covers
- Clean the panels with water and a soft brush or mop, as the panel maker advises, in the early morning or evening.
- Look for cracked glass, burn marks, bird droppings and new shade on the panels.
- Check the mounting structure for rust and loose bolts.
- Check cables, connectors, the junction box, DC and AC isolators, MCBs and surge protection.
- Check the earthing and the lightning arrester connections.
- Check the inverter: display, error codes and ventilation; note the generation and compare with the last visit.
- Note the net meter reading, where fitted.
For a solar AMC, say how many panel cleanings the price includes — customers often want cleaning more often than technical visits — and whether inverter repairs are yours or left to the maker’s warranty.
Computer and printer AMC: what each visit covers
- Clean the dust from the CPU cabinet, its fans and vents, the keyboard and the monitor; check every fan runs.
- Check the hard disk or SSD’s health and free space, and that system updates are current.
- Check that the antivirus is active and up to date, where the customer has one.
- Check the power supply, the UPS and its battery backup, the cables and the earthing.
- For printers: clean the paper path and rollers, check the print quality and note the page count.
- Check the network: LAN cables, the switch or router, and Wi-Fi on each machine.
- Remind the customer to back up their data before any repair.
For a computer AMC, list every machine, monitor and printer in Schedule A with its serial number, and say whether toner and cartridges, software licences and data recovery are outside the cover.
WhatsApp messages for AMC visits and renewals
Copy these, change the words in brackets, and send them from your business number.
Offer an AMC when the warranty ends
Hi [Name], the warranty on your [LG split AC] ends on [10 Nov 2026]. Our annual maintenance contract keeps it serviced with [4] visits a year, and a technician within [24 working hours] if it breaks down, for ₹[amount] + GST. Shall I send you the details? – [Company name]
AMC visit due (English)
Hi [Name], service visit [2] of [4] under your maintenance contract [AMC-0012] for [Daikin split AC (Hall)] with [Company name] is due around [1 Dec 2026]. Reply with a day and time that suits you, and we will book the technician.
AMC visit due (Tanglish)
Vanakkam [Name]! Unga AMC [AMC-0012]-la [2]-vadhu service visit ([Daikin split AC, Hall]) [1 Dec] around due aagudhu. Ungalukku vasathiyana date, time sollunga — technician-a book pannidrom. – [Company name]
Visit done
Hi [Name], today's AMC visit [2] of [4] for your [Kent RO] is done. What we did: [cleaned the pre-filter, replaced the sediment filter, checked TDS: 62 ppm]. Next visit is due around [March 2027]. Call or WhatsApp us any time it gives trouble. – [Technician], [Company name]
AMC renewal reminder
Hi [Name], your maintenance contract [AMC-0007] with [Company name] for [LG split AC (Bedroom), Kent RO] ends on [15 Oct 2027]. Renew it to keep your regular service visits and priority support. Reply YES and we will send the renewal details.
From the WhatsApp Business app on your phone you can paste these as they are. Software that sends them through the WhatsApp Business Platform, as iSuite AI does, follows Meta’s rules. Within 24 hours of the customer’s last message they go as ordinary chat messages; since 1 October 2026 Meta charges for these after the first 1,000 a month on each number. Outside that window only a template Meta has approved can go, and Meta charges for each one delivered. Meta bills these itself, apart from any software you use. Its guidelines class a message that asks the customer to buy or renew as marketing; a visit reminder with no offer in it can be a utility message.
Running AMC contracts in iSuite AI – Field Service & AMC
The contract is the paper your customer signs. The work after it — the visits, the invoice, the reminders, the renewal — is where AMCs slip when there are dozens of them in a notebook. iSuite AI – Field Service & AMC is software for AC, RO water purifier and appliance service companies, and AMC contracts come with its Field Service Growth plan:
- You set up your plans once: visits a year, months, the price before GST, the GST rate and the SAC code.
- A contract covers the customer’s units you tick, from their equipment list with brand, model and serial.
- The visits are spread across the contract on their own — four a year is one each quarter — and each shows on the visits-due list two weeks before it falls due. One tap books it as a job, with the units and the address.
- The contract is billed with a GST invoice that carries its SAC, and a payment link — a Razorpay link from your own account when you take payments online; paid or owed shows on the contract.
- Visit-due and renewal reminders go on WhatsApp, with a tap or on their own at 10 am, the days before that you choose — on their own once Meta approves the two templates. Customers who asked for no offers get no renewal reminder.
- Contracts ending come up on the renewals list, and one renews in a tap, with a new invoice if you want one.
It does not write or print this contract: keep the signed copy on the customer’s Files tab, which every plan has. Field Service Basic has the jobs board, the technician app, customers’ equipment with warranty reminders, and invoices with payment links — but no AMC contracts. WhatsApp templates are approved by Meta, and Meta bills their charges separately.