Hostel Service Agreement Between College and Service Provider

A practical agreement format for colleges and hostel service providers covering student accommodation, facilities, fees, safety, licences, complaints, privacy, termination and dispute resolution.

Colleges and higher educational institutions may arrange student accommodation through an independent hostel service provider instead of constructing or operating hostel premises directly. A written agreement helps define the service scope, occupancy standards, charges, student safety obligations, maintenance responsibilities, regulatory compliance and the procedure for resolving disputes.

Important: This is a general drafting format. The final agreement should be adapted to the State where the hostel is located, the institution's regulatory status, local building and fire requirements, food and health permissions where applicable, GST treatment, stamp duty and the commercial terms agreed by the parties.

Legal and Regulatory Points to Address

A hostel services arrangement may involve several legal and regulatory requirements. The contract should therefore require the service provider and the college to comply with all laws, licences, permissions and institutional regulations applicable to the premises and the students using them.

  • Arbitration: If disputes are to be referred to arbitration, the arbitration clause should constitute a written arbitration agreement consistent with Section 7 of the Arbitration and Conciliation Act, 1996.
  • Student grievances: Higher educational institutions covered by the University Grants Commission framework should maintain grievance redressal arrangements in accordance with the University Grants Commission (Redressal of Grievances of Students) Regulations, 2023.
  • Anti-ragging and safety: Where students are housed in privately or commercially managed hostel premises, the college and hostel operator should cooperate with applicable UGC anti-ragging, safety and institutional oversight requirements.
  • Taxes: GST and other taxes should be charged, collected, deducted or withheld only as applicable to the actual supply and the tax status of the parties. The agreement should not assume that all hostel arrangements receive identical tax treatment.
  • Personal data: Student identity, contact, health, attendance, CCTV, visitor and emergency information should be handled only for lawful and necessary purposes and in accordance with applicable data protection law, including provisions of the Digital Personal Data Protection Act, 2023 as and when applicable and in force.

Sample Hostel Facility Services Agreement

AGREEMENT FOR HOSTEL FACILITY SERVICES

This Agreement is made on the ____ day of __________, 20__.

BETWEEN

M/s. __________________________, a company/firm/entity having its office at __________________________, hereinafter referred to as the "Service Provider" or "Company", acting through its authorised signatory __________________________ (which expression shall, unless repugnant to the context, include its successors and permitted assigns), of the FIRST PART;

AND

__________________________ College/Institution, having its office at __________________________, hereinafter referred to as the "College", acting through its authorised representative __________________________ (which expression shall, unless repugnant to the context, include its successors and permitted assigns), of the SECOND PART.

WHEREAS

The College wishes to arrange hostel accommodation and related facilities for its students, and the Service Provider represents that it possesses the premises, personnel, resources, licences and operational capability required to provide such services.

The parties therefore agree as follows:

1. Scope of Services

1.1 The Service Provider shall provide hostel accommodation and related services described in this Agreement and in any mutually signed schedule or amendment.

1.2 The Service Provider shall commence the agreed services within ____ days of execution of this Agreement or from such other date as the parties record in writing.

1.3 Both parties shall act in good faith and cooperate to maintain reasonable standards of accommodation, safety, sanitation, maintenance and student welfare.

2. Term, Effective Date and Termination

2.1 This Agreement shall take effect from __.__.20__ ("Effective Date").

2.2 Unless terminated earlier in accordance with this Agreement, the initial term shall be one year from the Effective Date. Renewal, extension or revision shall be by written agreement of the parties.

2.3 Either party may terminate this Agreement without cause by giving three months' prior written notice, unless a different notice period is stated in a signed schedule.

2.4 If a material breach is capable of remedy, the non-defaulting party shall give written notice specifying the breach and allow up to fifteen days, or another reasonable period stated in the notice, for cure. If the breach is not cured, the non-defaulting party may terminate the Agreement by giving thirty days' written notice, subject to any urgent right of termination required for student safety or illegality.

3. Accommodation Standards and Facilities

3.1 The Service Provider shall initially provide accommodation at __________________________. Any proposed shift to another hostel premises shall be made only after prior written intimation to and approval by the College, subject to applicable approvals and safety requirements.

3.2 Accommodation shall ordinarily be provided on a twin-sharing basis, unless otherwise agreed in writing.

3.2.1 Room facilities

  • One single bed per student.
  • Mattress and pillow.
  • Study table and study chair.
  • Almirah or secure storage space.
  • Adequate lights and fans.
  • Curtains or suitable window coverings.
  • Hot water during winter, where required.

3.2.2 Common and support facilities

  • Air cooling or air conditioning as agreed for the relevant rooms.
  • Common television and seating facilities where included in the commercial package.
  • Wi-Fi internet access, subject to reasonable use and applicable law.
  • Continuous or adequate power backup and water supply as agreed.
  • Safe drinking water and refrigeration facilities where included.
  • Reasonable security arrangements and controlled visitor access.
  • Laundry facilities, whether included or chargeable separately.
  • Maintenance support for electrical, plumbing and other hostel-related issues.
  • Emergency transport assistance or a documented emergency transport arrangement.
  • Hostel wardens, supervisors or other responsible staff in adequate numbers.
  • Daily cleaning and hygiene maintenance for rooms and common areas, subject to occupancy rules.
  • First-aid arrangements and prominently displayed emergency contact details for nearby hospitals and ambulance services.

3.2.3 Optional facilities

Any optional facility, including additional air conditioning, meals, transport, laundry or enhanced room facilities, shall be supplied only on the charges and terms recorded in writing.

4. Charges, Taxes and Payment Terms

4.1 The agreed hostel service charge shall be INR __________ per student per annum/month, plus or inclusive of taxes only as expressly stated in the commercial schedule.

4.2 GST and other indirect taxes, if applicable to the supply, shall be dealt with in accordance with the law in force on the date of supply. Nothing in this Agreement shall be construed as granting a tax exemption where the statutory conditions for exemption are not satisfied.

4.3 Tax deducted at source or any other statutory deduction required by law may be deducted from payments and appropriate certificates or records shall be issued as required.

4.4 The Service Provider shall issue invoices containing the particulars required by applicable law.

Installment Percentage / Amount Due Date
I20% / INR __________.__.20__
II30% / INR __________.__.20__
III50% / INR __________.__.20__

5. Accounts and Reconciliation

The parties shall reconcile invoices, payments, deductions, refunds and outstanding amounts at least quarterly. Any acknowledgement of outstanding amounts should be recorded in writing and signed or digitally confirmed by authorised representatives.

6. Licences, Permissions and Legal Compliance

6.1 The Service Provider shall, at its own cost unless otherwise agreed, obtain and maintain all registrations, licences, permissions, safety certificates and local approvals legally required for the hostel premises and the services supplied.

6.2 The Service Provider shall provide copies of relevant approvals to the College on reasonable request.

6.3 Each party shall comply with applicable central, State and local laws, UGC requirements applicable to the College, fire and building safety requirements, public health requirements and any other regulatory conditions relevant to the hostel operation.

7. Student Safety, Discipline and Anti-Ragging Cooperation

7.1 The Service Provider shall take reasonable measures to maintain a safe, secure, peaceful and disciplined residential environment and shall promptly report serious incidents to the College and, where legally required, to the competent authority or police.

7.2 The parties may constitute a hostel management committee consisting of appropriate representatives of the College, Service Provider and resident students. Hostel rules shall be documented, communicated to students and applied fairly.

7.3 The Service Provider shall cooperate with the College's anti-ragging, student welfare, grievance and safety mechanisms, including lawful inspections or visits by authorised institutional teams.

7.4 The College shall require its students to comply with lawful hostel rules and not to damage, alter or misuse the premises or facilities.

8. Handover and Damage

On expiry or termination, the College shall ensure that areas placed in its exclusive possession, if any, are vacated in accordance with the agreed handover procedure. Liability for damage shall exclude normal wear and tear and shall be based on documented loss attributable to the College or its students.

9. Use of Premises

The College shall not sublet or commercially part with possession of the hostel premises or any allocated area except with the Service Provider's prior written consent. The accommodation shall be used primarily for the residence and welfare of authorised students and other persons expressly permitted under this Agreement.

10. Complaints and Grievance Redressal

10.1 The Service Provider shall maintain an accessible complaint mechanism, including a physical or electronic register, and shall record and act upon complaints relating to maintenance, hygiene, safety and agreed facilities.

10.2 Complaints involving academic administration, student discipline, ragging, discrimination, sexual harassment or matters falling within the College's statutory grievance mechanisms shall be forwarded promptly to the authorised College officer or committee.

10.3 Routine repairs arising from ordinary hostel operation shall be undertaken by the Service Provider unless the parties agree otherwise. Damage caused by a student may be recovered only after reasonable verification and in accordance with the hostel rules and applicable law.

11. Personal Data, CCTV and Confidentiality

11.1 Each party shall process student and staff personal data only to the extent reasonably necessary for hostel administration, safety, billing, emergency response, regulatory compliance or another lawful purpose.

11.2 Personal data shall be protected by reasonable security safeguards. Access to identity records, contact information, health or emergency data, CCTV footage and visitor records shall be restricted to authorised persons.

11.3 The parties shall comply with applicable data protection law, including provisions of the Digital Personal Data Protection Act, 2023 and related rules to the extent they are in force and applicable from time to time.

12. Dispute Resolution and Arbitration

12.1 The parties shall first attempt to resolve any dispute through a standing committee consisting of up to two authorised representatives nominated by each party.

12.2 If the dispute is not resolved within thirty days after a written request for settlement, the dispute may be referred to arbitration in accordance with the Arbitration and Conciliation Act, 1996, as amended from time to time.

12.3 The arbitration shall be conducted by a sole arbitrator mutually appointed by the parties. If the parties fail to agree on the appointment, the arbitrator shall be appointed in accordance with the procedure available under the Arbitration and Conciliation Act, 1996.

12.4 The seat and venue of arbitration shall be __________________________, India. The language of arbitration shall be English. The arbitral award shall be binding, subject to remedies available under applicable law.

13. Governing Law and Jurisdiction

This Agreement shall be governed by the laws of India. Subject to the arbitration clause and any mandatory jurisdictional rule, courts having lawful territorial and subject-matter jurisdiction over __________________________ shall have jurisdiction in relation to matters arising from this Agreement.

14. Miscellaneous

14.1 This Agreement and its signed schedules constitute the entire agreement between the parties on the subject matter and supersede prior inconsistent oral or written understandings.

14.2 Any amendment, waiver or variation shall be in writing and signed or otherwise validly authenticated by authorised representatives of both parties.

14.3 If any provision is held unenforceable, the remaining provisions shall continue to operate to the extent legally possible.

14.4 Notices shall be sent to the addresses and email IDs stated in the Agreement or later notified in writing.

14.5 This Agreement is executed in English. If a translation is prepared for convenience, the English version shall prevail to the extent permitted by law.

15. Signatures

IN WITNESS WHEREOF, the parties have executed this Agreement through their authorised representatives on the date first written above.

For __________________ College

Signature: __________________________

Name: ______________________________

Designation: _______________________

Date: ______________________________

For __________________ Service Provider

Signature: __________________________

Name: ______________________________

Designation: _______________________

Date: ______________________________

Witnesses

1. Name and signature: ______________________________________________

2. Name and signature: ______________________________________________

Related Agreement Formats

For other business and service arrangements, see the site's Agreement Formats and Legal Formats in Alphabetical Order.

This sample is provided for general legal drafting reference and should be adapted to the facts, State law, regulatory status of the institution and commercial arrangement involved.