Free printable document

Free HVAC Service Agreement Template (Printable)

Use this HVAC maintenance agreement template to define visits, covered service, exclusions, pricing, renewal, and signatures in one document.

Click any template text to edit it. Edits stay in this tab.

Sample company information

Example Heating & Air

100 Commerce Way, Denver, CO 80202 · (303) 555-0142

HVAC SERVICE AGREEMENT

Agreement #: SA-1001

General template only. This is not legal advice. Have a local attorney review this agreement before use.

Contractor

Example Heating & Air
License #: EXAMPLE-1234
[email protected]

Customer and service location

Sample Customer · (303) 555-0175
123 Main St, Denver, CO 80203
[email protected]

1. Equipment covered

Equipment	Location	Model / serial
Example: Split heat pump system	Main level	SAMPLE-MODEL / SAMPLE-SERIAL

2. Scope of service and visit schedule

Contractor will provide two preventive maintenance visits during the agreement term, one cooling-season visit and one heating-season visit, scheduled by mutual availability.

Cooling visit, example scope

Inspect accessible electrical components and connections
Check filter, thermostat operation, and condensate drainage
Inspect and clean accessible outdoor coil as needed
Check operating temperatures and pressures when conditions allow
Document findings and recommended repairs

Heating visit, example scope

Inspect burners, ignition components, and flame sensor
Inspect accessible venting and heat exchanger surfaces
Check filter, thermostat operation, and safety controls
Verify temperature rise against equipment guidance
Document findings and recommended repairs

3. Covered items

Labor for the scheduled inspections listed above
Standard filter replacement when the listed filter is supplied
Example benefit: 10% discount on approved repairs
Example benefit: priority scheduling during normal hours

4. Excluded items

Repairs, replacement parts, refrigerant, and after-hours service
Inaccessible equipment or work requiring destructive access
Pre-existing conditions and code corrections
Damage from misuse, weather, utilities, pests, or third parties

5. Term, renewal, and cancellation

Example term: September 1, 2026 through August 31, 2027. This sample does not renew automatically. The parties may renew by written agreement. Add attorney-reviewed renewal, notice, cancellation, refund, transfer, and access terms that comply with local requirements.

6. Pricing and payment

Example annual plan price, two visits$240.00

Example payment: due at enrollment. Taxes, if applicable, are additional. Repair work requires separate customer approval.

7. Authorization and signatures

The parties acknowledge the equipment, scope, schedule, coverage, exclusions, term, and pricing stated above and agree to the final attorney-reviewed terms attached to this document.

Customer signature

Date

Contractor representative

Date

Review this agreement locally

This is a general template, not legal advice. Have a local attorney review it before use, especially any automatic-renewal, cancellation, payment, and customer-notice language.

What an HVAC service agreement must include

A service agreement should make the customer’s purchase easy to understand and the team’s obligation easy to deliver. Identify the customer, service location, covered equipment, and agreement dates. State the number and seasonal timing of visits, then list the actual inspection and maintenance tasks included in each visit.

Separate plan benefits from repair coverage. A discount on repairs is not the same as included parts or labor. List exclusions, access requirements, pricing, payment timing, cancellation, transfer, renewal, and signatures. If the maintenance agreement renews automatically, use attorney-reviewed language and customer notices that meet the rules where you operate.

Common service agreement mistakes

Promising a “tune-up” without defining the tasks or number of visits.
Calling a repair discount “coverage” when parts and labor still cost extra.
Failing to identify which systems, addresses, or accessories the plan covers.
Using automatic-renewal language without local legal review and proper notices.
Leaving scheduling, access, cancellation, and unused-visit rules unstated.
Offering priority service without defining whether it applies after hours.

When a printable agreement stops scaling

A printable agreement is workable for a small plan base. It becomes difficult when staff must track renewals, covered equipment, unused visits, discounts, and service history in separate files. A shared customer record helps the office and field team see the same plan information.

See Plenum’s customer portal

Frequently asked questions

What should an HVAC service agreement include?

An HVAC service agreement should identify the parties and equipment, define the visit schedule and maintenance scope, list covered and excluded items, state pricing and payment terms, explain the agreement term and renewal, and provide signature lines.

Is an HVAC service agreement the same as a maintenance agreement?

The names are commonly used for the same type of plan. Both should clearly state what preventive maintenance is included, how often visits occur, and whether repair discounts or priority service apply.

Should an HVAC maintenance agreement renew automatically?

Renewal terms are a business and legal decision. If an agreement renews automatically, the contract should clearly explain the timing, charges, cancellation process, and any notice required by applicable law.

Is this HVAC service agreement template legal advice?

No. This is a general operational template, not legal advice. Have a local attorney review the agreement, renewal language, cancellation terms, and customer notices before using it.