Wrenchpost

Agreement template · HVAC

HVAC maintenance agreement template (free, editable)

HVAC plans live or die on the detail: which systems are covered, what each seasonal visit includes, and what happens with filters, refrigerant and repairs.

Example wording · not legal advice

Free template builder

Build your hvac agreement

Opens with hvac visit items filled in. Add your price, renewal and cancellation terms.

Open the template builder →

Sections every agreement needs

  • ☐Exactly what each visit includes, and how many visits a year
  • ☐What isn't included (parts, repairs, materials) and how those are priced
  • ☐The price, how it's billed (monthly or yearly) and what happens if a payment fails
  • ☐The term, whether it renews automatically, and how the customer is reminded before it does
  • ☐How to cancel, and what happens to visits already used or not yet used
  • ☐Any member discount, written as a clear rule rather than "discounts on everything"
  • ☐How you book visits, and what happens if the customer can't give access

Clauses specific to hvac

Equipment covered

This plan covers the heating and cooling equipment listed on the first page. Additional systems can be added at the per-system price shown.

Refrigerant

Refrigerant is handled only by appropriately certified technicians. Refrigerant used for top-ups or repairs is charged separately unless the plan says otherwise.

Preview: first sections

Example wording

HVAC Care Plan — HVAC Maintenance Agreement

1. Who this agreement is between

This agreement is between [Business name] ("we", "us") and the customer named below ("you"), for the property at the service address below.

Customer name: ______________________ Service address: ______________________

Start date: ____ / ____ / ______

2. Your plan

Plan: HVAC Care Plan. Price: [$ price] per year. This covers 2 scheduled HVAC maintenance visits in each 12-month term.

3. What each visit includes

• Clean or rinse the outdoor condenser coil

• Check refrigerant pressures and temperature split (by a certified tech)

• Check capacitors, contactor and electrical connections

• Clear the condensate drain line and check the pan

• Check the blower, belts (if any) and airflow

• Replace or check the filter (say which)

4. Member benefits

• Priority scheduling ahead of non-members

• A set member price or discount on repairs (decide the exact terms)

• Waived or reduced trip / diagnostic fee

Any member discount applies to the services and rates stated here, not to third-party products or permit fees.

5. What isn't included

• Whether filters and refrigerant are included, or charged separately

• That repairs and parts are not included unless you say so

• How many systems the price covers (and the price for extra systems)

• Repairs, parts and materials are not included unless listed above. We'll always quote first and only go ahead with your OK.

Example wording, not legal advice. Consumer contract, automatic-renewal and cancellation rules vary by US state and Canadian province. Have a lawyer licensed where you work review this before you use it.

Fill in the rest →

Spell these out

  • !Whether filters and refrigerant are included, or charged separately
  • !That repairs and parts are not included unless you say so
  • !How many systems the price covers (and the price for extra systems)
  • !Whether duct cleaning is included (usually it isn't)

Before you write it

Price the plan first so the agreement matches what you can deliver.

HVAC plan guidePlan calculator

HVAC agreement questions

What should a hvac maintenance agreement include?+

What each visit includes, how many visits a year, what isn't included (whether filters and refrigerant are included, or charged separately), the price and billing, renewal and reminder terms, and how to cancel.

Can I use this template as-is?+

Treat it as a starting point. It's example wording, not legal advice. Contract, automatic-renewal and cancellation rules vary by state and province, so have a local lawyer review it.

Why no late-fee clause?+

Our templates deliberately leave out late fees and interest. If a payment fails, plan visits pause until it's sorted.

Agreement templates for other trades

PlumbingElectricalLandscapingPest controlPool serviceGarage doorCleaning