A service promise that says “we look after it” is not a plan until installation, faults, spares and exclusions are separate lines in the agreement.
Read the agreement for four jobs: who installs, who attends a fault, who holds spares, and what is outside the fee. Copy any response-time hour from that agreement. A sales sentence is not the completed checklist.
- Install: who unloads, who connects power or data, and who signs that the aisle is clear afterward?
- Fault: who is called, on which days, and what you do while waiting?
- Spares: which parts are held, by whom, and what happens if the part is not held?
- Exclusions: misuse, third-party alteration, and consumables. Are they listed in the same document as the fee?
If the equipment changes the floor people walk on, keep the Health and Safety Executive slips index next to the handover. That index covers causes and the cost of slip and trip accidents. Certification of a vendor comes from the agreement and any inspection it names.
Upkeep invoices belong on their own line in the cost worksheet, which copies each figure from your own papers, and scheduled in-house versus licensed contractor maintenance tasks across ASHRAE 180 rooftop HVAC, AAADM automatic doors, and NFPA 101/10 emergency systems are detailed in our store maintenance checklist: monthly HVAC, lighting, doors, and refit triggers. The parent is operations. This is not legal advice.
Method and sources
Health and Safety Executive, Slips and trips. Updated October 2026.
