Pool Service Contract Checklist for Small Companies
A checklist of what a weekly pool service agreement should cover, from scope and billing to access, extras and cancellation. Review with a local attorney.
A written agreement settles the arguments before they happen. This page lists what to decide and write down. It is a checklist and offers no legal advice. Contract rules, required notices, late fee limits and consumer protections vary by state. Have a local attorney review your agreement before you use it.
Sections to include
| Section | What to decide | Why it matters |
|---|---|---|
| Parties and address | Legal names, service address, contact for each side | Shows who agreed to what |
| Scope of a visit | The exact tasks: test and balance, skim, baskets, brush, equipment check, report | Ends "I thought that was included" |
| Frequency | Weekly, twice weekly or biweekly, and the service window | Sets expectations for timing |
| Price and billing | Monthly amount, when it is due, how to pay, any fee for failed payments | Keeps cash flow predictable |
| Chemicals | Included, billed or hybrid. See chemicals included or billed | Prevents billing surprises |
| Extras | Green cleanups, filter cleans, repairs and openings, and how you quote and approve them | Keeps unplanned work from becoming free work |
| Access | Gate codes, locks, pets and who must be reachable | Ties to your skipped visit rule |
| Skipped visits | What happens when you cannot enter, or the customer asks to skip | See locked gates and skipped stops |
| Weather | When you skip for lightning or storms and whether you make up the visit | Avoids disputes in storm season |
| Customer duties | Keep gates accessible, run the pump as agreed, report problems, keep pets secured | Shows what you need from them |
| Price changes | How much notice you give | See raising prices without losing customers |
| Cancellation | Notice either side must give, and final billing | Ends the relationship cleanly |
| Responsibility | What you are and are not responsible for, such as equipment age or pre-existing damage | Ask your attorney for the right wording |
| Signatures | How the agreement is signed and stored | Gives you proof |
Write for the person who reads it on a phone
Use short sentences and plain words. A customer who understands the agreement is less likely to dispute it. Put the visit scope in a bulleted list. Keep the whole agreement to a few pages if you can.
Example of a scope list
This is an illustration of the level of detail that works. Adapt it to your own service.
- Test and balance chlorine, pH, alkalinity and CYA at every visit
- Check calcium hardness and salt level on a schedule you list
- Skim, empty skimmer and pump baskets, and brush walls and steps
- Vacuum as needed
- Check pump, filter pressure and visible equipment for leaks
- Send a service report after every visit
Then list what is outside the scope: green or black water cleanups, filter deep cleans, repairs, acid washes, openings and closings, and anything else you quote separately.
Example of a skipped-visit rule
This is an illustration of the kind of wording to discuss with your attorney, not finished contract language. A rule might say that if the technician cannot enter at the scheduled visit because of a locked gate, an unsecured animal or a blocked entrance, the visit counts as completed for billing, and the technician sends notice the same day with a photo. Your state may limit what you can charge, so have the wording checked before you use anything like it.
Build your agreement in five steps
- List past disputes. Write down every argument you have had with a customer. Each one points to a clause.
- Decide your policy. For each dispute, decide what you will do next time.
- Write each clause plainly. One idea per clause.
- Get a local attorney to review it. Bring your service list and your policies.
- Store signed copies. Keep them where you can reach them without cell service.
Rolling it out to existing customers
If you already have accounts on a handshake, adding an agreement takes care. Ask your attorney how to introduce it and whether a signed copy or a clear notice is enough where you work. Send the agreement with a short note, a start date for the terms and an offer to answer questions. Do it the same way for every account so no customer feels singled out. Keep it separate from a price increase unless your attorney says otherwise.
Mistakes people make
- Verbal agreements. Memory fades, and each side remembers the version it prefers.
- Vague scope. "Full service" means something different to every customer.
- No notice terms. Without them, a customer may stop paying and walk away.
- Copying another state's contract. Notice rules and fee limits differ.
- Never updating. Review the agreement once a year and after any dispute.
- Gate codes in the agreement. Do not print access codes in a document that gets emailed around. Store them securely, as described in storing gate codes safely.
Where this fits with the rest of the business
A contract works with the other parts of your business. Your insurance agent may want to see it, and your payment records follow its billing terms. If you are buying a route, ask what agreements exist and what they allow. If you are growing, use the same agreement for every account so that you treat customers consistently.
A final point on signing: electronic signature rules, record keeping and consumer notice requirements are matters of state law. Ask your attorney whether your signing process meets them.
Common questions
Do I need a written contract for weekly pool service?
A written agreement settles scope, price and cancellation before a dispute starts. Whether and how it must be written can depend on your state, so ask a local attorney.
Can I use a contract template from another state?
Laws on notice, fees, cancellation and consumer rights vary by state. Have a local attorney review any template before you use it.
What is the most common thing missing from a pool service agreement?
A clear list of what a visit includes and what costs extra. Vague wording like "full service" invites arguments about green cleanups, filter cleans and repairs.