HVAC maintenance agreement template
Use this template to put an HVAC maintenance plan in writing. It covers what each visit includes, what members get, the price, how renewal and cancellation work, and what the plan does not cover. Have your attorney review it before you use it.
The template
[BUSINESS NAME] MAINTENANCE PLAN AGREEMENT
[Business name] · [phone] · [email] · [license #]
Customer: [name]
Service address: [address]
Equipment covered: [e.g. 1 furnace + 1 central AC, make/model/serial]
Plan: [plan name] Start date: [date] Term: 12 months
1. WHAT EACH VISIT INCLUDES
We visit [2] times a year: [spring, for cooling] and [fall, for heating].
Each visit includes:
- [e.g. inspect and clean the condenser coil]
- [e.g. check refrigerant pressures]
- [e.g. inspect burners and the heat exchanger]
- [e.g. test safety controls and the thermostat]
- [e.g. replace a standard 1-inch filter you supply or we provide at $X]
- A written report of what we found.
2. WHAT MEMBERS GET
- [e.g. priority scheduling for repair calls]
- [e.g. X% off repair labor during the plan term]
- [e.g. no extra charge for after-hours dispatch / reduced fee of $X]
3. PRICE AND PAYMENT
$[yearly price] per year, paid [once at signup] / or $[monthly price] per month
by [card on file / autopay]. Sales tax: [if applicable].
4. RENEWAL
This plan [renews automatically each year unless you cancel / ends after 12 months].
We'll remind you [30] days before renewal. The renewal price is [the same /
stated in the reminder].
5. CANCELLATION
You can cancel [any time / with X days' notice] by [phone / email / in writing].
If you cancel, [we refund unused months, minus the regular price of visits
already completed / other terms].
6. WHAT THIS PLAN DOES NOT COVER
- Repairs and parts, unless listed above
- [e.g. ductwork, refrigerant top-ups, equipment replacement]
- Damage from [e.g. power surges, flooding, outside work]
7. SCHEDULING AND ACCESS
We'll contact you to book each visit. Please give us safe access to the
equipment. If we can't get access at a booked time, [rebook terms].
8. AGREED
Customer signature: __________________ Date: __________
[Business] signature: ________________ Date: __________How to fill it in
- List the equipment. Write the make, model and serial of every unit the plan covers, so there’s no argument later about the second system in the attic.
- Spell out each visit. Use your own checklist. A specific list is easier to sell and easier to defend than “full tune-up”.
- Price it from your numbers. Use the maintenance agreement calculator to get a yearly and monthly price that covers your time.
- Be clear on renewal. If the plan renews automatically, say so in plain words and send a reminder before it does. Rules on automatic renewal can differ from state to state, which is one reason to have your attorney review this.
- Write the exclusions. In our view, the argument you most want to avoid is over a repair the customer assumed was covered.
Short version (to offer the plan after a repair)
Hi [name], thanks for having us out today. We offer a maintenance plan:
[2] visits a year, [priority booking] and [X% off repairs], for $[monthly] a month.
Want me to send the details? Reply YES.This template is a starting point, not legal advice. Check with your accountant or attorney for your situation.