The International Maintenance Contract is a type of contract whereby a company offers the maintenance of equipment, machinery and other products which require regular maintenance of international clients. The contract is drawn up from the perspective of the provider of these services and is used by companies which work with medium and small sized international clients to which they provide regular maintenance. The contract can be used for clients of different sectors and countries.
The contract includes the most common clauses in these types of contracts adapted to the provision of the service to international clients: the location of the service, prices and payment method, services not provided, suspension of service, applicable law and jurisdiction, etc
Parties Clauses
- Term of the contract
- Equipment eligible for service
- Service location
- Charges & payment
- Exclusions
- Services not provided
- Limited warranty & limitation of liability
- Assistance to client representative
- Suspension of Service
- Independent contractors
- Entire agreement
- Notices
- Non-assignability
- Applicable law and competent jurisdiction
- Language
Sample of Content
DATE: …………………
BETWEEN:
…………………………… [company legal name] whose registered office is at ……………………………….
[address, city and country] and registration/fiscal number is …………………………, represented by
…………………………………………………………… [name and surname, position] (hereinafter referred
to as “the Company”),
AND:
…………………………… [company legal name] whose registered office is at ……………………………….
[address, city and country] and registration/fiscal number is …………………………, represented by
…………………………………………………………… [name and surname, position] (hereinafter referred
to as “the Client”),
PREAMBLE
The Company agrees to Service and provide all labor and furnish all parts necessary to maintain
Client´s equipment (hereinafter referred to as “Equipment”) listed in Annex 1, in proper
operating order according to the following terms and conditions:
- TERM OF THE CONTRACT
1.1 This Contract shall commence on the date written above and shall remain in full force and
effect for a Term of ……. [months/years] and automatically be renewed for an additional [xx
months/years] unless notice of termination is provided in writing by either party prior to 30
calendar days from the end of the Term.
1.2 If either party shall neglect or fail to perform any of its obligations under this Contract, and
such failure continue for a period of 10 calendar days after written notice of complaint, the other
party shall have the right to immediately terminate this Contract.
1.3 The Company may, at its option, immediately terminate this Contract, or temporarily
suspend all of its responsibilities stated in this Contract, for payment delinquency in any amount
in excess of …….. [30, 60, 90] calendar days.
- EQUIPMENT ELIGIBLE FOR SERVICE
All Equipment to be included under this Contract, along with the monthly charges for this
Contract, is listed in Annex 1.
- SERVICE LOCATION
3.1 The Equipment to be Serviced must be delivered by the Client´s to the Company repair
facility during Company’s normal business hours.
3.2 All interconnecting cords as well as other cables and accessories must accompany the
Equipment to be Serviced.
- CHARGES & PAYMENT
4.1 Monthly Service Charges for this Contract shall be included in the monthly invoice. Payment
shall be made by the Client to the Company. Monthly Maintenance Charges for the first month
of the term of this Contract (plus any pro rata portion) shall be due on the first day of the month
following the date of delivery of the listed Equipment; all subsequent payments shall be due on
the first week of each subsequent month during the term of this Contract.
4.2 If the location of the equipment is changed by the Client such relocation may involve an
alteration of maintenance charges.
4.3 Payment shall be made ………… [insert currency]
- EXCLUSIONS
The Company shall not be obligated to provide the Services required by this Contract…
Some Tips
DATE
The date when the contract comes into force is the one that appears in its header, as mentioned
in the final paragraphs of the contract, before signatures (This Contract comes into force on the
date written above).
In some contracts -for example in the Supply Contract- the date of coming into force is also
mentioned in one of the clauses. In these cases you have to verify that the two dates inserted in
the contract (in the heading and in the corresponding clause) are the same, in order to avoid
discrepancies.
PARTIES
Be sure to insert in the first page of the contract the full details of the Parties:
- When a Party is a company you must insert the following information: legal name, legal form
(limited, incorporated, etc.), full address, registration data and fiscal identification number.
- When a Party is an individual that works as independent professional (for example a
commercial agent) you must insert the following information: full name, profession, full
address and fiscal identification number.
CLAUSES
Clauses with different alternatives: choose the most favorable
In the most important clauses of each contract (exclusivity, payment terms, applicable law and
competent jurisdiction, etc.) several drafting alternatives are proposed so you can choose the
most appropriate to each situation. Therefore, the user before submitting the contract to the
other Party must choose the alternatives that seem best suited to their interests, and eliminate
the rest.
Clauses with blank spaces to be completed
In several clauses of the contract blank spaces appear with dots (…………………..) that the user
has to complete inserting text. Following the dots, between brackets, you will see the data and
explanations to insert the text.
- When the text between brackets is in normal letters (the same as the contract) and
separated by “,” or the word “o”, the user must insert one of the options suggested.
Example of blank space (……..) with options to select between brackets:
Orders handled before completion of the present Contract which produce sales transactions
within ………. [1, 2, 3, 6] months shall entitle the Agent to receive the corresponding commission.
In this case the user must choose between options 1, 2, 3 or 6 months and insert one in the blank
space (……..).
- When the text between brackets is in italics the user has to insert the data and information
requested and eliminate the bracketed text.
Example of blank space – (………) to insert text:
Both parties, by mutual consent, resolve to refer any dispute to the Rules of Conciliation and
Arbitration of the International Chamber of Commerce by one or more arbitrators appointed in
accordance with said Rules. The place of arbitration shall be ……….. [city and country]. In this
case the user must insert in the blank space (………..) the city and country chosen to conduct the
arbitration and afterwards eliminate the bracketed text [city and country].
Notices Clause
Sometimes it may happen that the official address of the Parties which appear at the beginning
of the contract is different from which is to be used for communications between the Parties
during the terms of the contract. In this case the user should include at the end of the contract
a Notices Clause.
Example of Notices Clause:
Notices. – In order to comply with their contractual obligations, the Parties establish the
following address for the provision of notices related to this contract:
– Party 1 ……………………………………………………. [insert full address].
– Party 2 ……………………………………………………. [insert full address].
ANNEXES
The contracts incorporate some Annexes, each of them, referenced to the corresponding Clause.
Annexes are drafted in commonly used formats, although the user must adapt these formats
and the text inserted in them to each particular situation.
SIGNATURES
People who sign
Persons signing the contract on behalf of the company must have the authority to do so and
preferably, be entitled on the basis of a power of attorney. Below the signature, in addition to
the full name of the person that signs his/her position must be inserted. When one of the Parties
who signs is a natural person (for example a commercial agent in a Agency Contract) obviously
he or she is the person that has to sign the contract.
The laws of some countries require that contracts, to be valid, shall be signed in front of
witnesses or a public notary. Therefore, before signing a contract you should be informed about
the requirements that may exist in each country.
Place and date of signature
Usually contracts are signed by both Parties on the same date and place. Nevertheless, in
international contracts, due to physical distance, it is common that each of the Parties sign in
different dates and places. This contract provides for both alternatives so it comes to choosing
the most appropriate to each situation.
Number of copies
Usually, the Parties sign two copies of the contract, each Party retaining one of them, but can
also arise the need to sign more copies. In this case all you have to do is mention explicitly the
number of copies to be signed in the paragraph that is included at the end of the contract (Both
Parties declare their conformity to the present contract, which is signed in …… copies, each of
which shall be considered an original).
GENERAL RECOMMENDATIONS
The Parties must sign all pages of the contract, including Annexes, so they are also valid. It is
better to use ball point or pen (not pencil) in a color other than black (e.g.: blue); this makes it
easier to distinguish an original document from a photocopy.
It is preferable (although no mandatory) to express sums of money and percentages in words
and figures. Of course, the words and figures for a given amount must match exactly. You also
must insert the currency in which the amounts are expressed. It is advisable to use the rules
establish by ISO that name each currency by three capital letters (EUR for euro, USD for dollar,
GBP for sterling pound, JPY for Japanese yen, etc. – you can get the acronyms of every currency
in the website www.oanda.com).
Once you have chosen the best alternatives of each clause and have completed the blank spaces
you should revise the whole contract to remove remaining paragraphs and correct any errors.