HVAC service agreement template
An HVAC service agreement turns a service call into a signed approval before the panel comes off: the diagnostic fee, the repair the customer said yes to, and what the warranty covers. This one fits a single repair visit, like a failed capacitor, a blower motor or a coil replacement. For a yearly tune-up plan, use the HVAC maintenance contract instead.
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
- Customer
- HVAC company
HVAC Service Agreement
This HVAC Service Agreement (the "Agreement") is made on Agreement date between HVAC company name, license number License number (the "Company"), and Customer name (the "Customer").
1. Service address and equipment
Service address: Service address. Equipment: Equipment type, make and model Make and model, serial number Serial number, about Equipment age in years years old. The problem as the Customer describes it: Problem described by customer.
2. Diagnostic visit
The Customer agrees to a diagnostic fee of Diagnostic fee, which covers the trip and the time needed to find the problem. The fee is owed even if the Customer decides not to go ahead with a repair. If the Customer approves the repair during this visit, Diagnostic fee credit of the fee will be credited toward it.
3. Diagnosis and approved repair
The technician found: Diagnosis. The Customer approves this repair: Approved repair, for a flat price of Repair price, parts and labor included. Customer's initials approving the price: Customer initials on price.
If the technician finds during the repair that another part has failed or is about to, they will stop and explain before doing more. Extra work is done only with the Customer's written approval, at the price then agreed or, if none is agreed, at the rates in section 4. The total for this visit won't go over Visit approval cap without new written approval.
4. Labor rates
- Standard hours (Standard service hours): Standard hourly rate per hour.
- Evenings, weekends and holidays: After-hours hourly rate per hour.
- Minimum charge for any visit: Minimum visit charge.
5. Refrigerant
Refrigerant is recovered, recycled and charged only by technicians certified to handle it. If the system needs refrigerant, the Company will use Refrigerant type at Refrigerant price per pound per pound. A system that keeps losing refrigerant has a leak. Adding refrigerant does not repair a leak, and finding and fixing one is separate work.
6. Unsafe conditions and hazardous materials
If the technician finds an unsafe condition, such as a gas leak, a cracked heat exchanger, carbon monoxide or damaged wiring, the Company may shut the equipment off and leave it off, and will tell the Customer why. The Company does not test for or remove mold, asbestos or other hazardous materials; if it suspects them, it will stop work in that area and tell the Customer. Conditions noted on this visit: Conditions noted.
7. Warranty
The Company warrants its labor on the repair for Labor warranty in days days. Parts carry their manufacturer's warranty, and the Company will help the Customer claim it; labor to fit a warranty part after the labor warranty ends is charged at the rates in section 4. Neither warranty covers other components, power surges, clogged filters, lack of maintenance, or work by anyone else.
8. Payment
Payment is due when the work is complete. Accepted payment methods: Payment methods. An amount still unpaid Days before a late charge days after the invoice may carry a late charge of Late charge, where the law allows.
9. Access
The Customer will provide safe access to the equipment, including any attic, crawlspace, roof or closet it sits in, keep pets secured, and tell the technician about known hazards. The Company will take reasonable care when reaching equipment in tight spaces and will put back any panel, grille or ceiling tile it removes.
10. Cancellation and general terms
If this Agreement was signed at the Customer's home and the law gives the Customer a right to cancel, the Company will give a written notice explaining how. This Agreement is the whole agreement for this visit, 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 agree to the diagnostic fee in section 2 and approve the repair and price in section 3.
Customer
Technician, 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
Why a signed approval matters on a service call
Most HVAC disputes are about money the customer didn't expect: a diagnostic fee they thought was free, the after-hours rate, or a second part that failed once the first was replaced. A one-page agreement signed before the repair names each charge and puts the customer's yes on record. Your office has something to point to when the card is declined or a review gets heated.
It protects the customer too. They see the price of the repair before you commit to it, can ask about the alternative, and know exactly how long your labor is covered and that the part carries its maker's warranty.
What the template covers
- The call: the equipment type, make, model, serial number and age, and the complaint in the customer's words, like no cooling, short cycling or water at the air handler.
- Diagnostic fee: what the visit costs even if the customer declines the repair, and how much of it is credited if they go ahead.
- Approved repair: the diagnosis, the repair, a flat price the customer initials, and a cap on the visit that needs new approval to exceed.
- Rates: your standard and after-hours labor rates and minimum charge for anything added on the same visit.
- Refrigerant: handled by certified technicians, with the type and price per pound written in, and a note that topping up doesn't fix a leak.
- Unsafe conditions: what happens when you find a gas leak, a cracked heat exchanger or carbon monoxide, and that you don't test for mold or asbestos.
- Warranty: your labor warranty in days, the maker's parts warranty, and what neither covers.
- Payment and access: due on completion, accepted methods, and safe access to the attic, crawlspace or roof.
Mistakes HVAC companies make on paper
- Quoting a repair without the model and serial number. When the part doesn't fit or the warranty claim is refused, you want a record of exactly what you worked on.
- Letting a second repair ride on the first signature. If the capacitor gets it running for a day and then the compressor fails, that's a new approval.
- Implying the old system is fixed for good. Write down that you repaired one component and that the rest of the equipment is as old as it is.
- Leaving the refrigerant line blank. Price per pound and the refrigerant type belong on the agreement before the gauges go on.
- Not documenting a shutoff. If you leave a furnace off for a cracked heat exchanger, note it on the agreement so nobody can say they weren't told.
Refrigerant and certification
Under the Clean Air Act, technicians who service equipment that could release refrigerant must hold EPA Section 608 certification. Section 5 of the template says refrigerant is handled by certified technicians, so keep your techs' cards current and that sentence stays true.
How to send it with SignMaster
- 1
Set it up once
Choose Use this template. It lands in your templates with the customer and your company as the two signers, ready for every technician on your team to send.
- 2
Fill it in at the unit
The technician fills in the gray blanks on site: the equipment details, the diagnosis, the repair and its price. Short labels like Repair price and Diagnostic fee make each field easy to find on a phone screen.
- 3
Hand over the phone
Choose Sign in person and pass the phone to the customer. They fill in their contact details, initial the price, check the approval box and sign with a finger.
- 4
Or send it to whoever pays
When the person at the door is a tenant or a relative, email the link to the owner instead. The envelope's activity timeline shows when they open it, and reminders follow up until they sign.
- 5
Attach it to the invoice
When the last signature lands, the customer and your company both get the signed PDF with its certificate of completion, so the office can close the ticket and bill the same day.
Preparing jobs from the office
If dispatch knows the job ahead of time, fill in the customer and equipment blanks before the technician leaves the shop, and the tech only adds the diagnosis and price on site. For a campaign to past customers, like a recall on a part, bulk send creates one agreement per row of a CSV, with columns such as Make and model and Repair price filling the blanks of the same name.
Questions? Answers.
Can I charge a diagnostic fee if the customer declines the repair?
It's far easier to collect when the customer agreed to it in writing before you started. Section 2 states the fee, how much is credited toward an approved repair, and that it's owed even if they say no to the work.
What's the difference between a service agreement and a maintenance contract?
A service agreement covers one repair visit. A maintenance contract is a plan the customer pays for over a year, with scheduled tune-ups, priority service and member pricing.
Does the three-day cancellation rule apply to service calls?
It can. The FTC's Cooling-Off Rule covers many sales made at the customer's home but excludes some repair visits the customer asked for. Extras you sell on that visit, like a maintenance plan or a new system, can fall back under it, and state laws can be broader, so give the notice when in doubt.
Should the tenant or the owner sign?
Whoever is paying. A tenant can let you in, but if the landlord pays for repairs, send the agreement to the landlord by email and get their signature before you do anything beyond the diagnosis.