Short answer
Put your pool service agreement into a PDF or Word file, upload it to Sign PDF and send it to the homeowner, who signs on their phone. The agreement should say how often you visit, whether chemicals are included, how much repair work you can do without asking, and how you get through the gate.
Updated 25 October 2026
Clauses every pool maintenance contract needs
Pool clients usually only read the contract when the water turns green or the pump dies. That is the moment the agreement has to answer two questions clearly: was this covered, and could you have done more without asking. Write it so a homeowner can answer both from the page.
- Service day and frequency, and what happens on public holidays
- Tasks per visit: skim, brush walls and steps, vacuum, empty baskets, backwash, test and balance
- Chemicals: included, included up to a cap, or billed separately
- Repair approval limit: work under a set amount done on the spot, anything above needs sign-off
- Green pool clause: what happens after storms, power cuts or a pump left off by the owner
- Access: gate code, lockbox, dogs, and who is responsible for a locked gate
Repair approvals without waiting a week
When a pump seal goes or a heater needs a new ignitor, you need the owner's approval before you order the part. Write a short quote on your phone at the poolside, upload it and send it. The owner gets an email, confirms a code and signs, often before you have finished the rest of the service.
Because each approval is a separate document, a technician running a full route with regular repair quotes will want Full at $10 a month for unlimited documents. A one-person business signing a handful of new customers a month can manage on Light at $5 for 2 documents.
Holiday lets, HOAs and property managers
Where the pool belongs to a rental or a community, the person signing may not be the person who lives there. Make sure the agreement names who can approve repairs and who receives the service reports. A property manager can sign on the owner's behalf if they have authority to; Sign PDF records who signed, not who they said they were acting for, so put that in the wording.
For pools used by guests, some operators also ask for a signed pool rules acknowledgement. That is between the owner and the guest, but it is the same kind of short document Sign PDF handles.
What we leave to your other software
We do not keep chemical logs, plan routes, bill monthly or take card payments. If your route software does those, keep it. Sign PDF is for the agreement, the repair approvals and the occasional waiver, with a sealed copy you can produce if a client disputes a charge.
Questions people ask
Should chemicals be included in a pool service price?
Either works, but say which. Many companies include a monthly allowance and bill anything above it at cost, which protects you after a heavy storm or a pool party.
How do I get a repair approved when the owner is away?
Send the repair quote through Sign PDF. They sign on their phone from wherever they are, and you have a signed record before you order the part.
Can the agreement say what happens if the gate is locked?
Yes, and it should. A common clause charges the visit as normal if the technician cannot get in, after one attempt to call the owner.
Do clients need an app to sign?
No. They sign in their phone's browser after entering a six-digit code from their email.
What happens if a customer cancels mid-season?
That depends on the notice period in your agreement. Thirty days is common for monthly service; put it in writing and the customer signs for it at the start.
Can I keep a record of the gate code in the agreement?
You can, but it is safer to hold codes separately and only say in the agreement that a code is held. The signed agreement goes to the customer by email as a PDF.
Send your next pool service agreement for signature
Upload it from your phone or laptop. The boxes go in the right places, your client signs on their phone, and you get a sealed copy back.
Upload a document