Property maintenance retainer proposal: Free template
Customize this free property maintenance retainer proposal with Cobrief
Open this free property maintenance retainer proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on your services, the type of property, and the client's maintenance needs. You can also use AI to review your draft — spot gaps, tighten language, and improve clarity before sending.
Once you're done, send, download, or save the proposal in one click — no formatting or setup required.
This template is fully customizable and built for real-world use — ideal for pitching ongoing maintenance plans to landlords, property managers, or commercial property owners. Whether you’re creating proposals daily or occasionally, this version gives you a structured head start and removes the guesswork.
What is a property maintenance retainer proposal?
A property maintenance retainer proposal outlines an ongoing service agreement in which you handle recurring repairs, preventative maintenance, inspections, and upkeep for a property in exchange for a fixed monthly or annual fee. This approach ensures predictable costs for the client and consistent care for their asset.
This type of proposal is typically used by facilities managers, general contractors, or repair and handyman services offering recurring coverage for residential, commercial, or mixed-use properties.
A strong proposal helps you:
- Clarify what’s covered under the retainer agreement.
- Set expectations around response time, service limits, and availability.
- Demonstrate reliability and long-term value over reactive, one-off repairs.
- Build trust by offering consistent service and priority scheduling.
If you’re looking to transition clients from on-demand to retainer-based relationships, this is the right kind of proposal to use.
Why use Cobrief to edit your proposal
Instead of copying a static template, you can use Cobrief to tailor and refine your proposal directly in your browser — with AI built in to help along the way.
- Edit the proposal directly in your browser: No setup or formatting required — just click and start customizing.
- Rewrite sections with AI: Highlight any sentence and choose from actions like shorten, expand, simplify, or change tone.
- Run a one-click AI review: Get instant suggestions to improve clarity, fix vague sections, or tighten your message.
- Apply AI suggestions instantly: Review and accept individual AI suggestions, or apply all improvements across the proposal in one click.
- Share or export instantly: Send your proposal through Cobrief or download a clean PDF or DOCX version when you’re done.
Cobrief helps you create a polished, persuasive proposal — without wasting time on formatting or second-guessing your copy.
When to use this proposal
This property maintenance retainer proposal works well in scenarios like:
- When managing multi-unit residential buildings or commercial spaces.
- When offering year-round coverage for routine maintenance and minor repairs.
- When working with landlords or facility managers who need consistent service.
- When proposing a long-term, predictable service model over reactive work.
Use this proposal whenever you want to formalize an ongoing, value-driven relationship built around proactive property care.
What to include in a property maintenance retainer proposal
Each section of the proposal is designed to help you explain your offer clearly and professionally. Here's how to use them:
- Executive summary: Summarize your understanding of the property’s maintenance needs and how a retainer arrangement will save time, prevent issues, and control long-term costs.
- Scope of work: List included services — scheduled inspections, HVAC checks, plumbing, electrical, seasonal upkeep, emergency repairs, and tenant requests. Note visit frequency and priority response levels.
- Timeline: Define service intervals (e.g., monthly, quarterly), response windows, and the general cadence of proactive tasks versus reactive calls.
- Pricing: Offer flat monthly or annual rates. Break out any included hours, travel coverage, or caps on labor or parts. Mention discounts on additional services not covered under the base plan.
- Terms and conditions: Outline contract length, cancellation terms, how to request service, limits of liability, and who provides materials or replacement parts.
- Next steps: Close with a clear CTA — e.g., “Approve this proposal to begin your coverage plan” or “Schedule a walkthrough to finalize your maintenance scope.”
How to write an effective property maintenance retainer proposal
Use these best practices to convey long-term value and operational dependability:
- Make the client the focus: Emphasize cost savings, time savings, and peace of mind from having proactive, priority support.
- Personalize where it matters: Reference property type, tenant traffic, or past repair issues. Tailor service levels accordingly.
- Show results, not just tasks: Mention average response times, issue resolution rates, or years of uptime in managed buildings.
- Be clear and confident: Define exactly what’s covered and what isn’t. Clients appreciate knowing where boundaries are.
- Keep it skimmable: Use bullet points, short sections, and bold headers so property managers can review quickly.
- End with momentum: Encourage next steps with language like “Start protecting your property today” or “Get your first site visit booked.”
Frequently asked questions (FAQs)
How much detail should I include in the scope of services?
Be specific about the types of tasks included — HVAC filter changes, lighting repairs, plumbing fixes, etc. If you're offering tiered plans, use side-by-side comparisons.
Should I charge a flat fee or hourly rate?
Flat monthly retainers are best for predictability and trust. You can include a set number of service hours, then charge hourly beyond that if needed.
Can I reuse this template for both residential and commercial properties?
Yes — just update the language and scope. Commercial proposals might emphasize compliance, tenant uptime, and infrastructure checks.
How do I explain what’s not covered?
Add a short section or bullet list under the scope or terms. For example: “This agreement does not include roof replacement, full remodels, or structural work.”
Should I include response time guarantees?
If you offer them, absolutely. It adds value and differentiates your service. For example: “Urgent issues responded to within 24 hours, standard requests within 72 hours.”
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.