Free HVAC service agreement template for contractors
An HVAC service agreement is the contract an HVAC company and a customer sign for scheduled maintenance. It names the equipment, the visits each year, what a visit includes, the price and how it's billed, the term, and how either side cancels. The free HVAC service agreement template below covers all of that in plain wording you can copy, edit and send.
Free to copy. Nothing to sign up for.
What should be included in an HVAC maintenance contract
Eleven things, and the template has a clause for each. It's written for the contractor selling the agreement, so every clause is something you fill in once and reuse for each customer.
- The parties and the property: your company, the customer and the address the agreement covers.
- The equipment covered: every unit by make, model and serial number, so a second system added later is a new line and a new price.
- The visit schedule: how many visits a year, in which seasons, and who books them.
- What a visit includes: the tune-up checklist, task by task.
- What isn’t included: repairs, parts, refrigerant and replacement, written down before anyone asks.
- Member benefits: priority scheduling, the repair discount and anything else the plan promises.
- Price and billing: the amount, monthly or yearly, and what happens when a payment fails.
- Term and renewal: how long it runs, whether it renews, and how much notice a price change gets.
- Cancellation: the notice period on both sides and what happens to visits already done.
- Limits: a line that keeps the plan from being read as a warranty or an insurance policy.
- Signatures: the customer and someone from your company, each with a date.
The HVAC service agreement template
Square brackets are the blanks. This is a starting template and it isn't legal advice, so have a lawyer in your state or province read it before a customer signs, clauses 8 to 10 most of all.
HVAC Service Agreement
1. Parties
This agreement is between [Company name] ("we", "us") and [Customer name] ("you") for the property at [Service address]. It starts on [Start date].
2. Equipment covered
This agreement covers the heating and cooling equipment listed here: [Make, model and serial number of each unit]. Equipment that isn't listed isn't covered.
3. Maintenance visits
We'll carry out [Number] maintenance visits each year: [For example, a cooling tune-up in spring and a heating tune-up in fall].
We'll contact you to book each visit. If we can't reach you or can't get access to the equipment after [Number] attempts, that visit counts as offered for the year.
4. What each visit includes
[List the tasks. For example: check refrigerant pressures; clean the condenser coil; test capacitors and contactors; inspect the heat exchanger and burners; clear the condensate drain; tighten electrical connections; test the thermostat; replace one standard filter.]
5. What isn't included
Repairs, replacement parts, refrigerant, duct cleaning, duct repair, equipment replacement and any work needed to meet code aren't included in the agreement price. We'll quote that work before we do it.
6. Member benefits
While this agreement is active, you get: [Priority scheduling ahead of customers without an agreement]; [Percent] off repair parts and labor; [Any other benefit, such as no after-hours fee].
7. Price and billing
The price is [Amount] per [month or year], plus applicable taxes. We'll charge the payment method you give us on [Date], and again each [month or year] until the agreement ends.
If a payment fails, we'll tell you and try again. If it's still unpaid after [Number] days, we may pause visits and member benefits until it's paid.
8. Term and renewal
This agreement runs for [12 months] from the start date. It then renews for the same period at the price in effect at that time. We'll tell you about any price change at least [30] days before a renewal.
9. Cancellation
You can cancel at any time by giving us [30] days' notice at [Email or phone number]. [If you cancel after a visit in the current term and you've paid less than the regular price of that visit, you'll pay the difference.]
We can cancel by giving you [30] days' notice, and we'll refund anything you've paid for visits we haven't carried out.
10. Limits of this agreement
This agreement covers scheduled maintenance only. It doesn't act as a warranty, an insurance policy or a guarantee that the equipment won't fail. [Your liability wording, reviewed by your lawyer.]
11. General
This agreement is governed by the laws of [State or province]. It's the whole agreement between us about this maintenance plan, and any change to it has to be in writing.
Signatures
Customer name: [Name]. Signature: [Signature]. Date: [Date].
For [Company name]: [Name]. Signature: [Signature]. Date: [Date].
How to fill in the HVAC maintenance agreement template
Clause 4 is the one customers read. List the tune-up task by task, because a checklist is what makes the plan look worth its price, and it's what your technician points to when someone says a part was never checked.
Clause 6 is the one you'll be held to in a heat wave. “Priority scheduling ahead of customers without an agreement” is a promise you can keep on the busiest day of July. “Same-day service” often isn't. Pick a repair discount you're happy to give on every job a member books.
Clause 5 saves the argument. Refrigerant, parts and replacement are where a customer assumes the plan pays, so name them as extra work you'll quote first.
Clause 9 has an optional sentence in brackets for monthly plans. A member who pays two months, takes the spring tune-up and cancels has had a visit for less than you charge for it. Keep the sentence if you want that covered, and delete it if you'd sooner keep cancelling easy.
How much to charge for an HVAC service contract
Start from the visits. Take what you'd charge for the tune-ups the agreement includes, take a little off for the commitment, and spread what's left across the year. That gives you the amount for clause 7, and a price you can explain when a customer asks what they're getting.
To see what that price does across your whole customer list, put it into the maintenance plan revenue calculator. It turns a price and a visit frequency into what the program earns over a year.
From a template to a signed, billed agreement
A document gets you the signature. After that, somebody still has to charge the card every month, chase the ones that fail, remember the fall visit and find the signed copy when a customer disputes it. With ten agreements that's a folder and a calendar reminder, and with a hundred it's somebody's job.
Service Plan Pro does that part. Paste your wording into the agreement template under Settings, and every new agreement uses it with the plan name, price and perks filled in for each member. The customer signs from a link on their phone or on your tablet in person, and the signed copy stays on their customer record. Their card is then charged monthly or yearly through your own Stripe account, and each tune-up lands on a visit schedule worked out from the day they enrolled.
It runs beside whatever you use for quoting and dispatch, and Starter is $29 USD a month for up to 100 active subscriptions. The HVAC maintenance agreement software page walks through renewals, failed cards and price changes, and service agreement billing covers the same mechanics for other trades.
No credit card required.
HVAC service agreement template, answered
Can I get this HVAC service agreement template as a Word file or a PDF?
Copy the template with the button above and paste it into Word or Google Docs. Fill in the blanks, add your logo, and save it as a PDF from there. The wording is yours to edit, and there's nothing to sign up for.
Does the same template work as an HVAC maintenance contract?
Yes. A service agreement, a maintenance contract, a maintenance agreement and a membership are the same document under different names. Change the title at the top to whatever your customers already call it.
Should an HVAC service agreement renew automatically?
Most contractors set it to renew, because a plan that ends every twelve months has to be sold again every twelve months. The rules on automatic renewal vary by state and province, so check the notice your area requires before you rely on clause 8 as written.
Can I use it for commercial customers?
It's written for residential plans. A commercial agreement usually needs an equipment schedule for each rooftop unit, response times and after-hours rates, so treat this as the starting point and add those.
How do customers sign it?
On paper, or with whatever e-signature tool you use. In Service Plan Pro the customer signs from a link on their phone, or on your tablet in person, and the signed copy is stored on their customer record. The HVAC maintenance agreement software page covers how that works.
No credit card required, and your job system stays where it is.