RATES
Maintenance pricing and quotation process
How maintenance work is quoted, what the quotation depends on, and how the scope is agreed in writing before anything starts.
What affects the quotation
Every maintenance quotation is built from the site rather than from a list. These are the things that change it.
| Factor | Why it matters |
|---|---|
| Property type and size | A flat, a villa, an office and a factory each carry a different amount of plant and a different access arrangement. |
| Equipment schedule | What is installed, its age and its condition. Established at the survey and recorded. |
| Visit pattern | Whether attendance is preventive, reactive or both, and how often it is required. |
| Response expectations | Tighter targets need more provider capacity held available, and that is priced accordingly. |
| Access and working hours | Occupied premises, restricted hours and permit requirements all affect how work is scheduled. |
| Location | Travel and route. Coverage is confirmed for each enquiry. |
What you need to provide
A quotation cannot be prepared from a description alone. Before the survey, the following moves it forward.
- Property type and approximate size — flats, floors, covered area or unit count.
- What is installed — pumps, tanks, lifts, AC units, generators, water systems, lighting.
- What is going wrong — current faults, recurring problems, anything outstanding.
- Who is responsible on site — a single point of contact for access and approvals.
- Access arrangements — working hours, permits, security, parking and unloading.
- Any existing contract — what it covers and when it ends.
Typically included
What a maintenance scope normally covers. The written proposal states which of these apply to your property.
- Scheduled preventive attendance against an agreed checklist.
- A written record of each visit — what was checked, what was found, what was done.
- Reactive attendance for faults within the agreed scope.
- An asset register where one is agreed at survey.
- A single point of contact for logging and following up requests.
- Coordination of the provider carrying out the work.
Typically excluded
These sit outside a maintenance scope unless the proposal says otherwise. They are quoted separately when they arise.
- Parts and materials. Quoted separately and procured only where included in the written scope.
- Pre-existing defects. Recorded at the condition survey and quoted before the scope starts.
- Improvement and modification work. Anything beyond returning equipment to working order.
- Specialist statutory work requiring a licence or certification not held.
- Damage from misuse, alteration or third-party work.
- Consequential loss arising from equipment failure.
How it is agreed
What a plan covers
Plumbing
Common lines, taps, valves, traps, tanks, pumps and float switches. Leak tracing. Blockage clearing on accessible runs. Bathroom and kitchen fittings.
Electrical
Common-area lighting, switches, sockets, distribution boards, MCB and RCCB faults, fans, and circuit tracing. Work requiring a licensed electrician is arranged and coordinated.
Water systems
Pumps, pressure systems, overhead and underground tanks, level controls, filtration where fitted. Tank cleaning is scheduled and charged separately.
Damp and leakage
Inspection, tracing and reporting. Terrace, parapet, chajja and bathroom leaks. Repairs are quoted; the pre-monsoon check is stated in the proposal.
Building fabric
Doors, windows, locks, hinges, railings, grilles, minor carpentry and minor masonry making-good after other work.
Coordination
Lift, generator, fire equipment and pest control contractors coordinated on your behalf — scheduling, access and follow-up. Their charges remain yours.
What a plan does not cover
Stated plainly, because unclear scope is where maintenance contracts go wrong. None of the following is included in the plan fee. Each can be quoted separately.
- Materials and spare parts. Quoted separately and procured only where included in the approved service scope.
- Replacement of equipment — pumps, motors, lifts, generators, geysers, appliances.
- Work requiring specialist licensing or certification beyond routine maintenance. Arranged through qualified partners, charged separately.
- Lift, generator, fire system and pest control contracts. Coordinated, not carried out.
- Structural repair, waterproofing works, painting and renovation. Inspected and quoted, not included.
- Damage from misuse, alteration by others, or force majeure.
- Faults in installations not disclosed at the first inspection.
- Consumables — bulbs, tubes, washers, tap cartridges — quoted separately and procured only where included in the approved service scope.
Every plan begins with a condition survey. Existing defects are recorded and quoted before the plan starts, so nobody is arguing later about what was already broken.
Start with a survey
Every plan begins the same way — a visit, a written condition report, and a quotation for anything found. The survey is chargeable and credited only where the quotation states it against the first year of any plan taken.
Society committees: ask for the committee pack — scope, response times, exclusions and rates set out in one document for circulation before a decision.
Contract terms — term, renewal, payment, cancellation and scope changes — are set out on the maintenance contract terms page.