HVAC service agreement template

One page a homeowner can read at the kitchen table and say yes to, and that brings them back every spring and fall.

2 min read

The short answer

A good HVAC service agreement template says who it's between, what equipment it covers, what each visit includes, how many visits a year, how they get booked, what the customer gets for signing, how it renews and how either side cancels. Copy the one below, then have a lawyer in your state check it before you use it.

On this page

HVAC maintenance agreement: what it covers
HVAC service agreement basics
Maintenance agreement template for any trade
Commercial HVAC service agreement
HVAC maintenance contract template
Renewals and reminders

HVAC maintenance agreement: what it covers

Write it so the customer can tell exactly what they get. Vague plans don't renew, because nobody remembers what they paid for. Attach the visit checklist, so every tech does the same visit.

HVAC maintenance agreement

Between: [Your business name], [license number] and [customer name], [address]
Equipment: [Furnace or heat pump, AC], [make, model and age]
Visits: Two a year: a heating check in [fall] and a cooling check in [spring]
Each visit: The checklist attached, plus a short report on what we found
Members get: [Priority booking when something breaks], [any discount on repairs]
Plan fee: [plan fee], paid [yearly or monthly]
Term: 12 months from [start date]. Renews unless either side cancels in writing [30] days before.
Cancelling: [How to cancel, and what happens to visits already paid for]

Not covered: [repairs and parts, billed separately with your OK first].

Customer: ____________ [Your business]: ____________ Date: ________

Word file

This template is a starting point, not legal advice. Rules on service contracts and automatic renewals vary by state, so have a lawyer check your version before you use it.

HVAC service agreement basics

Customers say "service agreement," "maintenance plan" and "service contract" for the same thing. Pick one name and use it everywhere: on the agreement, the invoice and the reminder.

What each visit includes. The checklist, so there's no argument about what a tune-up is.
Visits per year and booking them. Who calls whom, and how far ahead.
Renewals. When it renews, and the reminder they get before it does.
Cancelling. How to cancel, in one plain sentence.

Maintenance agreement template for any trade

The same page works for a plumber's yearly water heater flush, an electrician's generator check or a lawn crew's seasonal visits. Swap the equipment line and the checklist, and keep the rest: visits, what members get, the term, renewing and cancelling.

Commercial HVAC service agreement

A building owner or property manager will want more in writing than a homeowner does.

Every unit listed. Make, model, location and serial number.
Response times. How fast you come for a no-heat or no-cool call, during and after hours.
Access. Who lets the tech onto the roof or into the mechanical room.
Reports. What you send after each visit, and to whom.

HVAC maintenance contract template

The visit checklist is the part customers actually read. Keep it to what the tech really does on every visit.

Visit checklist

Heating: [Filter, burner and igniter, heat exchanger, flue, safety controls]
Cooling: [Filter, coils, refrigerant levels, condensate drain, electrical connections]
Both: [Thermostat settings, airflow, anything worn that needs fixing soon]
Found: [What the tech noticed, and what we'd fix next]

Renewals and reminders

An agreement only pays off if it renews. Remind the customer before it ends, and tell them what you did on their visits this year: the filter you changed, the drain line you cleared. Customers renew what they can see. Doing that by hand for every plan customer is where it slips.

By hand5 steps

Check whose agreement ends this month
Look up what you did on their visits
Write a renewal note for each one
Find their number
Send them one by one

Every month, for every plan customer.

Set up onceWaiting on you

Mrs. Alvarez's agreement ends next month. Want me to send this?

Hi Mrs. Alvarez, it's Rosa. Your maintenance plan is up for renewal on [date]. This year we cleared the drain line and replaced the igniter before winter. Want to keep it going?

Renewal reminders drafted from each customer's visits. A person sends them.

See the repeat customers job →

NextHVAC help for busy season and slow seasonSee the jobs an HVAC shop sets up, from no-cool calls to plan reminders.

Questions about HVAC service agreements

Something else on your mind? Ask us on the fit call. No pitch, and we'll say if it isn't a fit.

Book a fit call

Who the agreement is between, the equipment covered, what each visit includes, how many visits per year, how visits get booked, what discounts or priority the customer gets, the term and renewal, how either side can cancel, and how payment works. Have a lawyer in your state review it before you use it.

A simple one reads: "Company agrees to inspect and service the customer's heating and cooling system twice a year, in spring and fall. Each visit includes the checks listed below. This agreement runs for twelve months and renews unless either side cancels in writing." The template on this page fills in the rest.

For a homeowner, a maintenance agreement means regular checkups, a set visit schedule and often priority when something breaks. For the shop, it means steady work in slow months and customers who come back. It is worth it when both sides know exactly what each visit includes, so put that in writing.

A list of what the technician checks on each visit, such as filters, coils, drain lines, electrical connections, thermostat settings, refrigerant levels and safety controls. Attaching it to the agreement shows the customer what they get and keeps every technician doing the same visit.

Remind them before the agreement ends, and tell them what you did on their visits that year. In a Commonhouse setup, AI drafts the renewal reminder from each customer's visit history, and a person on your team checks it and sends it.

Keep them coming back every season.