HVAC maintenance contract template
A maintenance plan is steady income for an HVAC company and a quieter year for the customer, as long as both sides agree on what the plan includes. This contract sets out the covered equipment, the visits each year, the tune-up checklist, member pricing and how the plan renews or ends. Read it below, then open it in SignMaster and send it to one customer or your whole member list.
Updated November 5, 2026 · 4 min read
The contract
Gray blanks are yours to fill in before you send. Each signer fills in the blanks in their color.
- You, before sending
- Plan member
- HVAC company
HVAC Maintenance Contract
This HVAC Maintenance Contract (the "Contract") is between HVAC company name (the "Company") and Customer name (the "Customer") for the Plan name maintenance plan (the "Plan").
1. Term
The Plan starts on Plan start date and runs for Term in months months, unless it is renewed or canceled under section 8.
2. Covered equipment
The Plan covers only the equipment listed below, at Service address. Equipment added later is covered only if both parties add it in writing. For each system: type, make, model and where it is.
- Covered system 1
- Covered system 2
- Covered system 3
3. Scheduled visits
The Company will make Visits per year maintenance visits a year, in these seasons: Visit seasons. The Company will contact the Customer to book each one. If the Customer can't be reached or can't give access during that season, the visit What happens to a missed visit. At each visit the technician will, as it applies to the equipment:
- inspect and clean the outdoor and indoor coils where they can be reached;
- check refrigerant operating pressures and the temperature drop across the indoor coil;
- test capacitors, contactors, relays and motor current draw;
- inspect the burner, igniter, flame sensor, heat exchanger and venting on gas equipment, and test for carbon monoxide;
- clear the condensate drain line and test the overflow safety switch;
- tighten electrical connections and check that the thermostat controls the system correctly;
- replace the air filter, if filters are included under section 4;
- give the Customer a written summary of what was found and anything that needs attention.
4. Filters
Filters included: Filters included. Size: Filter size. Number supplied per year: Filters per year.
5. Member benefits
- Repair calls are scheduled ahead of customers who aren't on a plan.
- A discount of Repair discount percent percent on repair parts and labor.
- A diagnostic fee of Member diagnostic fee on repair calls.
- Other benefits: Other member benefits.
6. What the Plan does not cover
The Plan price covers the visits in section 3 and the items in sections 4 and 5. It does not include repair parts, refrigerant, ductwork or duct cleaning, air quality equipment, or work needed because of a condition that existed before the Plan started. Conditions found at the first visit: First visit findings. Repairs are quoted separately and done only with the Customer's approval.
7. Price and billing
The Customer will pay Plan price Billing period, by Payment method. If a payment is more than Days late before visits pause days late, the Company may pause visits and member benefits until it is paid.
8. Renewal and cancellation
Renews automatically: Renews automatically. If it does, the Plan renews for another term of the same length at the price in the Company's renewal notice. The Company will send that notice at least Renewal notice days days before the renewal date, and the Customer can stop the renewal by telling the Company in writing before that date.
Either party may cancel the Plan by written notice. If the Customer cancels, the Company will refund the unused part of any prepaid amount, less the regular non-member price of visits and discounts already received. If the Company cancels, it will refund the whole unused part.
9. Care and limits
The Company will do its work with reasonable care and skill. Maintenance lowers the chance of a breakdown but can't prevent every failure, and the Company is not responsible for equipment failures it did not cause. The Customer will keep the area around the equipment clear and tell the Company about any change in how the system runs.
10. General terms
If the Customer sells the property, the Plan may move to the new owner with the Company's written agreement. This Contract is the whole agreement about the Plan, may be changed only in writing signed by both parties, and is governed by the laws of the state of State. Electronic signatures count as original signatures.
Customer contact details
Phone: Customer phone Email: Customer email
I have read the renewal and cancellation terms in section 8.
Customer
For the Company
Opens it in SignMaster as a template you can edit and send.
A starting point, not legal advice. Have a lawyer review it for your state and situation.
On this page
What a maintenance contract is for
A repair agreement ends when the truck pulls away. A maintenance contract runs for a year or more: you promise scheduled visits and a few perks, and the customer pays monthly or up front. The paperwork matters more here because the relationship is longer, and because renewal is where plans quietly lose money or members.
Write it so a customer who signs in spring can tell in January what they're still owed: how many visits are left, what the repair discount is, and how to cancel if they sell the house.
What the template covers
- Covered equipment: each system by type, make, model and location, so a second furnace or a mini-split added later isn't covered by accident.
- Visits: how many a year, the season for each, and a tune-up checklist from coil cleaning to the flame sensor and the condensate drain.
- Filters: whether they're included, the size, and how many a year.
- Member benefits: priority scheduling, a repair discount, and the member diagnostic fee.
- Exclusions: repair parts, refrigerant, ductwork, and problems that were already there when the plan started.
- Price and billing: monthly or yearly, and what happens to visits when a payment is late.
- Renewal and cancellation: whether the plan renews on its own, the notice you'll send first, and the refund when someone cancels.
Where maintenance plans go wrong
- Selling the plan as "covers everything." Customers remember that phrase when the compressor dies. List what's included and say plainly that repairs are discounted, not free.
- Renewing without a reminder. A charge the customer didn't see coming is the fastest way to lose a member and invite a chargeback.
- Writing the plan for "the system." That becomes an argument when the house has two furnaces and a heat pump.
- Enrolling a unit that's already failing. Inspect first and record what you find, so the plan doesn't open with an expensive repair you promised to discount.
- Letting missed visits pile up. If the customer can't be reached for the fall tune-up, say whether that visit carries over or is lost.
Automatic renewal laws
Several states have automatic renewal laws that set rules for how a renewing plan is disclosed, how the customer agrees to it, and how they cancel. The template gives renewal its own section and a checkbox, but check your state's requirements before you rely on a plan renewing by itself.
How to send it with SignMaster
- 1
Open the template
Choose Use this template. It's set up with the plan member signing first and your company countersigning, which suits an annual agreement the office approves.
- 2
Fill in your plan
Put the plan name, visits, member discount and price in the gray blanks. If you sell two tiers, keep a template for each so every price stays fixed.
- 3
List the equipment
Fill in each covered system and any problems found at the first inspection. A technician can do this in the driveway after the first tune-up and send the contract on the spot.
- 4
The member reviews and signs
They fill in their phone and email, check the box saying they've read the renewal and cancellation section, and sign on any phone or computer. Reminders follow up if it sits unsigned.
- 5
Countersign from the office
You sign last. Both of you get the signed PDF with its certificate of completion, the record you'll want when the renewal date comes round.
Renewing every member at once
Spring is when most plans renew. Export your members to a spreadsheet with columns that match the gray blanks, like Service address, Covered system 1 and Plan price, and bulk send creates one contract per member. Crew sends up to 500 rows at a time and Company up to 1000; split a longer list into a few sends. The Responses tab then shows every member's answers in one table you can export.
Questions? Answers.
What should an HVAC maintenance agreement include?
The covered equipment, the number and timing of visits, the tune-up checklist, filters, member benefits, what isn't covered, the price and billing, and the term, renewal and cancellation rules. Each one has its own section in this template.
How many visits should a maintenance plan include?
Two a year is the common pattern for a home with heating and cooling: a cooling check in spring and a heating check in fall. Set your number in section 3, and add visits for commercial or high-use equipment.
Can a customer cancel a maintenance contract?
Under this template, yes, by written notice. They get back the unused part of a prepaid plan, less the regular price of visits and discounts already used. State law can give them more rights, especially if they signed at home.
Do I need a new contract every year?
Not if the plan renews automatically and you follow your state's renewal rules. Many companies send a fresh contract each spring anyway, so prices and the equipment list stay current.