Key points
Written for facilities teams
A clear agreement protects the building, not just the supplier.
Service, not equipment
The agreement should define outcomes: coverage, refills, response.
Documented safety
Fragrance documentation that supports your risk assessments.
What to look for in a commercial scenting service agreement
A scenting programme runs for years, so the service agreement matters as much as the fragrance. For facilities managers and procurement teams, it defines who maintains the system, how often fragrance is replenished, what happens when equipment fails and what documentation the building receives.
A good agreement puts the responsibility on the provider. Your team should never need to refill, adjust or repair a diffuser, and every visit should leave a record.
Questions procurement should ask
Who refills and calibrates the diffusers? How often? What is the process when equipment fails, and is replacement included? What safety documentation is provided? Is the fragrance exclusive to the building? A provider that answers all of these clearly is offering a service, not just a machine.
What a PrimeScents agreement includes
See how this works in how PrimeScents works and programmes and investment.
Scheduled refills, quarterly as standard
Calibration and servicing by Equal Strategy technicians
Faulty equipment replaced at no extra charge
IFRA-compliant fragrance, California-compliant on request, with documentation
From proposal to agreement
How a PrimeScents agreement is put in place.
Site assessment
We assess the building and agree the scope.
Proposal
We set out zones, delivery, service frequency and terms.
Agreement
A fixed-term service agreement, with one named account contact.
Frequently asked questions
1. What should a scenting service agreement cover?
Equipment, installation, fragrance replenishment, calibration, servicing, repairs or replacement, documentation and the term.
2. Who maintains the diffusers?
With PrimeScents, Equal Strategy’s technicians do. A client never touches a diffuser.
3. How often are refills made?
Quarterly as standard, set to the building’s use.
4. Is equipment replacement included?
Faulty equipment is replaced at no extra charge.
5. What documentation do we receive?
Service records for every visit, and fragrance safety data sheets on request for your risk assessments.
6. Is there a minimum term?
Programmes run on a fixed-term service agreement, set out in your proposal.
Get started
Start with a site assessment
We will assess your building and propose a programme and agreement to suit it.