HVAC maintenance agreement template: what to put in writing
An HVAC maintenance agreement should state ten things in plain words: the covered equipment, the number of visits per year, the tasks done on each visit, member discounts, priority scheduling, the price and how it is billed, the term, how renewal works, how either side cancels, and what is excluded. The template below covers each one, with task checklists for a cooling visit and a heating visit you can copy. Alvin tracks the visits and renewal dates behind the agreement and drafts the reminders for your approval.
On this page
What an HVAC service agreement should state
Copy the left column as your section headings. The right column is example wording to adapt. Every number is an example.
Scroll sideways to see every column.
| Section | What to state | Example wording |
|---|---|---|
| Parties and address | Customer name, service address, your company name and license number | "Service address: 214 Maple Court. Customer: Mrs. Henderson." |
| Covered equipment | Each unit by type, brand, model and serial number | "One split system: outdoor condenser, indoor gas furnace and coil, as listed below." |
| Visits per year | How many, and in which seasons | "Two visits per term: one cooling visit in spring, one heating visit in fall." |
| Tasks per visit | The checklist, attached or printed in the agreement | "Each visit includes the tasks listed in Schedule A." |
| Member discount | Percentage or member price, and what it applies to | "Example: 15% off repairs. Does not apply to equipment replacement." |
| Priority scheduling | What priority means in practice | "Members are scheduled ahead of non-members. This is not a guaranteed response time." |
| Price and billing | Amount, monthly or annual, payment method, added units | "Example: $19 per month or $199 per year for one system. Each added system $149 per year." |
| Term | Start date and length | "12 months from the start date above." |
| Renewal | Automatic or by request, notice you will send, how price changes are announced | "We will send a renewal notice before the term ends with the price for the next term." |
| Cancellation | How to cancel, notice period, refunds, what happens to discounts already used | "Either party may cancel in writing with 30 days notice." |
| Exclusions | What the price does not include | See the exclusions section below. |
| Scheduling and access | Who books the visit, missed appointments, unused visits | "We will contact you to schedule. Visits not used within the term do not carry over." |
| Signatures | Customer and company, with date | Signature lines or an electronic acceptance record |
This article is general information, not legal advice. Contract terms, automatic renewal notices, cancellation rights and refund rules vary by state. Have an attorney licensed in your state review your agreement before you use it.
Cooling visit checklist to copy
List tasks as things the technician does and records.
- Check thermostat operation and settings
- Replace or clean the air filter (state who supplies the filter)
- Inspect and rinse the outdoor condenser coil
- Inspect the indoor evaporator coil where accessible
- Clear the condensate drain line and check the drain pan and safety switch
- Test capacitors and inspect contactors
- Tighten electrical connections and inspect wiring
- Measure voltage and amp draw on the compressor and fan motors
- Check refrigerant operating pressures and temperatures
- Measure temperature difference between supply and return air
- Inspect the blower wheel and motor
- Inspect visible ductwork and refrigerant line insulation
- Record readings and note any recommended repairs with a quoted price
Heating visit checklist to copy
Adjust for the equipment. A gas furnace, a heat pump and a boiler each need their own list.
- Check thermostat operation in heating mode
- Replace or clean the air filter
- Inspect burners and ignition, and clean the flame sensor
- Inspect the heat exchanger where visible
- Inspect the flue and venting for blockage, corrosion and proper connection
- Test safety controls and limit switches
- Check gas pressure and inspect accessible gas connections for leaks
- Test for carbon monoxide at the equipment and note the reading
- Inspect the inducer and blower motors and measure amp draw
- Tighten electrical connections
- Measure temperature rise across the furnace
- For heat pumps: check defrost operation, reversing valve and auxiliary heat
- Record readings and note any recommended repairs with a quoted price
What to exclude in plain words
Most disputes over a maintenance agreement come from something the customer assumed was included. Say it outright:
- Repairs, parts and refrigerant, unless listed as included
- Equipment replacement
- Duct cleaning, duct repair and indoor air quality products
- Equipment not listed in the agreement
- Damage from power events, flooding, pests, misuse or work by others
- After-hours or holiday visits at the regular price
- Any guarantee that the equipment will not fail
Add one sentence stating that the agreement is not a warranty or an insurance product. Some states regulate service contracts that promise repairs, so check before you include repair coverage.
Term, renewal and cancellation
These three clauses decide whether the plan is steady revenue or a yearly scramble.
Term. Twelve months from sign-up is the simplest to explain.
Renewal. If the agreement renews automatically, many states require a clear disclosure at sign-up and a notice before the renewal date. The timing and wording differ by state. If you renew by request, the work shifts to you: every customer needs a notice and a reply. Either way, renewals lapse when nobody owns the reminder.
Cancellation. State how to cancel, how much notice is needed, and what is refunded. A common approach is a prorated refund less the value of visits already performed. Write down which approach you use.
How to roll the agreement out
- Write it on one page. Terms on the front, checklists as Schedule A. A customer should finish reading before the technician finishes packing up.
- Get it reviewed. One attorney review now costs less than one dispute later.
- Add it to your field service app. Set it up as a recurring membership so visits and billing generate from the agreement, not from memory.
- Record equipment at sign-up. Model and serial numbers, install date, filter size. The technician is standing in front of the unit anyway.
- Offer it on every service call. Show the member price next to the regular price on the invoice.
- Schedule both visits at sign-up. Even a tentative month is better than a blank.
What Alvin handles and what stays with you
| Alvin does | You do |
|---|---|
| Keeps the list of agreements with term dates, covered equipment and visits used | Write the agreement and have an attorney review it |
| Checks on a schedule for members with no cooling or heating visit booked | Decide the price, the discount and what is excluded |
| Drafts scheduling and renewal emails and texts from your own accounts, held for approval | Approve the messages, or set which ones may go under your limits |
| Books the visit in your field service app once the customer picks a time | Perform the visit and complete the checklist |
| Flags agreements about to lapse in the morning briefing | Call the customers who need a conversation |
Alvin does not draft contract terms or give legal advice. Alvin works from the agreement you wrote.
To price the plan from your own visit costs, use the free HVAC maintenance plan pricing calculator.
Frequently asked questions
What should an HVAC maintenance agreement include?
It should name the covered equipment, the number of visits per year, the tasks on each visit, the price and billing schedule, member discounts, priority scheduling, the term, renewal and cancellation terms, and exclusions. Attach the visit checklist so the customer can see exactly what is done.
How many visits should an HVAC maintenance plan have?
Two visits a year is the common setup for a system that heats and cools: one before cooling season and one before heating season. Cooling-only or heating-only equipment often gets one visit. Some commercial agreements run quarterly.
Is an HVAC service agreement the same as a warranty?
No. A maintenance agreement covers scheduled tune-ups and member benefits. A warranty covers defects in parts or workmanship. Say so in the agreement, because customers often assume a plan pays for repairs.
Can an HVAC maintenance agreement renew automatically?
Often yes, but automatic renewal is regulated in many states. Rules commonly cover how the term is disclosed, when a reminder must be sent and how the customer can cancel. Check your state's requirements and have an attorney review the clause.
How much should I charge for an HVAC maintenance agreement?
Price it from your own costs: two visits of technician time at your billable hour cost, plus filters and materials, less the value you place on repeat business. The figures in this template are examples only.
An agreement only pays if the visits happen.
Alvin keeps track of who is due, drafts the reminders and books the visits in the app you already use. See what Alvin handles for an HVAC office.