Free HVAC maintenance agreement template
A maintenance agreement is a scheduling product that happens to include maintenance. This one covers two visits a year, the full tune-up scope, priority service, a repair discount, per-system pricing, auto-renewal, and the exclusions that keep you out of trouble. Fill it in and print a ready-to-sign agreement.
HVAC Preventive Maintenance Agreement
Fill in the fields below, then print or save as PDF
Section 1: Parties
Section 2: Equipment covered
This agreement covers only the equipment listed above. Equipment added later is covered from the date it is added to the agreement and at the additional per-system rate in Section 5. Systems over fifteen years old may be accepted at Contractor discretion and are subject to the exclusions in Section 7.
Section 3: Visits per year and what happens on them
A cooling tune-up includes: replace the customer-supplied filter, clean the condenser coil, inspect the evaporator coil, check the blower wheel, measure supply and return static pressure, take suction and discharge pressures and line temperatures, calculate superheat and subcooling, verify refrigerant charge against the nameplate, test the capacitor against rated MFD, inspect the contactor and wiring, check safeties and the disconnect, clear and treat the condensate drain, test the float switch, measure compressor amps, and verify thermostat operation in every mode.
A heating tune-up includes: inspect the heat exchanger, verify ignition and flame sensor operation, test the gas valve and manifold pressure where applicable, check flue and venting, test limit and rollout safeties, measure temperature rise across the coil, inspect the blower and motor amps, verify combustion air, and confirm thermostat operation on the heat call. Carbon monoxide is checked at the register during the visit.
Section 4: Priority service and repair discount
Priority means agreement customers are dispatched ahead of non-agreement calls during a peak demand event. It does not guarantee a specific arrival time when every truck is already committed. Contractor communicates the realistic window rather than promising one it cannot hold.
Section 5: Pricing and billing
The agreement price covers the scheduled visits and the benefits in Section 4. It does not include parts, refrigerant, repairs, or equipment replacement. Those are quoted and billed separately at the discounted rate in Section 4.
Section 6: Term, auto-renewal and cancellation
This agreement runs twelve months and renews automatically for successive twelve-month terms unless either party gives written notice before the renewal date. Contractor sends a renewal notice with any price change at least thirty days before the renewal date. Client may cancel at any time; unused visits are refunded on a prorated basis, and any repair discount already taken is deducted from the refund.
State law governs automatic renewal disclosure and some states require specific notice language and a cancellation method. Confirm your state rule before you rely on the auto-renewal clause.
Section 7: What is not covered
This agreement does not cover: parts and refrigerant; repair or replacement of failed components; equipment replacement; ductwork repair, replacement or sealing; indoor air quality equipment beyond a visual check; electrical work upstream of the disconnect; plumbing to a condensate drain beyond clearing it; roof or structural work for rooftop units; damage from a power surge, flood, freeze, rodent, or lightning; equipment that was improperly installed by others; and any system that cannot be safely accessed.
Refrigerant is billed separately at the current market rate. A system found to be leaking is quoted for leak search and repair. Contractor does not top off a known leaking system repeatedly, because EPA Section 608 rules govern refrigerant handling and knowingly venting refrigerant carries federal penalties.
A red-tag condition, such as a cracked heat exchanger or an unsafe gas condition, results in the system being shut down and the customer notified immediately in writing. That is a safety obligation, not a sales tactic, and it is not waived by this agreement.
Section 8: Access and customer responsibilities
Client provides safe and clear access to all covered equipment, including attic, crawlspace, closet and roof access. Client supplies filters unless the agreement states otherwise, and keeps the area around the indoor and outdoor units clear. A visit that cannot be completed because access is blocked counts as a used visit unless it is rescheduled before the technician is dispatched.
Section 9: Transfer and termination
This agreement may transfer to a new homeowner at the property for the remainder of the term, at no charge, with written notice to Contractor. It does not transfer to a different property. Contractor may terminate for non-payment, an unsafe condition, or if the equipment reaches a condition where scheduled maintenance is no longer meaningful, with a prorated refund of unused visits.
Signatures
This template is provided as a starting point and is not legal advice. Contract and consumer-protection law varies by state and by municipality. Have a licensed attorney in your state review the agreement before you put it into service.
What should an HVAC maintenance agreement include?
Nine sections. The tune-up scope and the exclusions list are the two that separate a real agreement from a coupon.
- Equipment by serial number. Make, model, serial and age for every system covered, so nobody argues later about which unit was on the plan
- Visits per year. Two is residential standard, cooling in spring and heating in fall, with the scheduling months named
- Tune-up scope, written out. Every task on the cooling visit and every task on the heating visit, so the customer knows what the money buys
- Priority service. What "priority" means in a heat wave, stated plainly rather than as a promise you cannot keep
- Repair discount. A number, typically 10 to 20 percent off parts and labor, plus any waived diagnostic fee
- Per-system and multi-system pricing. Full price on the first system, a reduced rate on each additional one
- Term and auto-renewal. Twelve months, automatic renewal, 30 days notice, and a prorated refund on cancellation
- Exclusions. Parts, refrigerant, repairs, replacement, ductwork, and damage from surge, flood, freeze and rodents
- Access and customer duties. Attic, crawlspace and roof access, filters supplied, clearance around both units
Why do HVAC maintenance agreements matter to the business?
The plan is not a maintenance product. It is a scheduling product and a customer-retention product that happens to include maintenance.
Look at what it fixes. Your April and October are dead. Your July is chaos. A book of two-visit agreements fills the shoulder seasons with scheduled work at a known price, which means you keep techs employed year round instead of laying off in the spring and rehiring in the summer. That alone is worth more than the plan revenue.
It also decides who the customer calls in August. When a system dies at 6 p.m. on the hottest day of the year, the homeowner with an agreement calls you first because they already have a relationship and a discount. The homeowner without one calls whoever answers. Agreement customers convert to replacement sales at a much higher rate too, because the tech has been documenting a declining system for three years and the conversation is not a cold pitch.
And it protects the customer warranty. Most manufacturer warranties require documented annual maintenance, and a denied claim usually comes down to whether records exist. A completed HVAC maintenance checklist attached to each visit is that record. ACCA publishes ANSI/ACCA 4 QM, the residential maintenance standard that defines a proper visit, and citing it in the agreement tells a homeowner your scope is not something you invented.
How should I price an HVAC maintenance agreement?
Build it from cost, not from what the shop across town charges.
Start with your real delivery cost. Two visits, at your loaded labor cost per hour for the time a proper tune-up takes, plus drive time each way, plus the small parts you hand over without charging: a capacitor here, a contactor there, a bottle of drain treatment. Add the margin the business needs. That is your floor for the first system.
Then price additional systems lower. The truck is already in the driveway and the drive time is already paid for, so the second system is inspection labor only. A meaningful discount on system two and three raises the average agreement value and it is honest, because your cost really is lower.
Bill monthly on a card if you can. Monthly billing raises take rate, smooths your cash flow, and makes the annual price feel like a utility line rather than a purchase. Run the numbers on your own plan with the service agreement pricing calculator, and check your billable rate against the labor rate calculator before you set the floor. For what a diagnostic call should cost in your market, see the HVAC service call cost guide.
Sell it at the end of a repair, when the tech has just shown the homeowner a dirty coil. Apply the repair discount to that invoice and the plan closes itself. Claver for HVAC contractors stores the agreement and drops both tune-ups on the schedule as recurring jobs. E-signature and checklists are on the Crew plan. Pricing starts at $1 for 14 days, then $19/mo.
Related HVAC tools
Keep the numbers when the job is booked
Inside Claver the same estimate becomes the quote you send, and the quote becomes the invoice you get paid on, so nobody retypes a price between the driveway and the bank.
Start for $1Maintenance agreements also raise what an HVAC business sells for. See how much an HVAC business is worth.