A maintenance agreement is the closest thing an HVAC company has to a steady paycheck. Customers pay every year or every month, you fill the slow spring and fall weeks with scheduled tune-ups, and when their system breaks or needs replacing, they call you instead of searching Google. The agreement itself matters too: a clear, written agreement tells the customer exactly what they're paying for and prevents arguments about what's covered.

This free HVAC service agreement template is ready to fill in. Download it as an editable Word document or a printable PDF with the buttons above.

What's in the HVAC service agreement template

The template runs to two Letter-size pages and includes:

  • Your business details and license number
  • Agreement number, plan name, start and end dates
  • Customer and service address, with access notes (gate codes, pets) and preferred visit times
  • Covered equipment table: equipment type, brand and model, serial number, location and install year
  • Scheduled visits: how many tune-ups per year and when
  • Cooling and heating tune-up checklists that you can edit to match what your technicians actually do
  • Member benefits: priority scheduling, repair discount, waived diagnostic fee, after-hours rates
  • Price and payment: yearly or monthly price, payment method, due dates, price for additional systems
  • Not included: repairs, parts, refrigerant and other exclusions
  • Term, renewal and cancellation, with both an automatic renewal and a fixed-term option
  • General terms and signature lines for the customer and your company

Replace everything in [square brackets] with your own details, and delete the options you don't use.

What to include in a maintenance plan

Most residential HVAC maintenance plans are built around two scheduled visits a year: a cooling tune-up in spring and a heating tune-up in fall. On top of that, plans usually offer some mix of:

  • Priority scheduling for repair calls, which matters most in the first heat wave
  • A discount on repairs, as a percentage off parts and labor
  • No diagnostic or trip fee during the agreement
  • No overtime charges, or a reduced after-hours rate
  • Filters included at each visit (standard sizes)
  • A discount on replacement equipment for members

You can offer one plan or tiers (for example a basic plan with tune-ups only, and a premium plan with more benefits). Keep it simple enough that a technician can explain it in a minute at the kitchen table.

The tune-up checklists in the template list common tasks, such as checking refrigerant pressures, cleaning the outdoor coil, testing capacitors and safety controls, inspecting burners and the heat exchanger, and checking for carbon monoxide. Edit them to match what your technicians really do on every visit: customers notice when the checklist and the visit don't match. Refrigerant work needs a technician with EPA Section 608 certification.

How to price an HVAC maintenance agreement

Start from what each agreement costs you to deliver, not from a competitor's price:

  1. Visits: the technician's labor and drive time for each scheduled visit, at your real cost per hour.
  2. Materials: filters and any supplies you include.
  3. Benefits: the cost of the repair discount and waived fees you promise, based on how often members actually call.
  4. Overhead and profit: office time to schedule visits, payment processing, software, and your margin.

Then compare with local competitors' plans. Price each additional system at the same address separately, and decide whether you'll offer a monthly payment option; spreading the cost makes the plan easier to sell, and card-on-file billing keeps it running.

How to sell maintenance agreements

  • Offer it on every service call. The best moment is right after a repair, when the customer has just seen what an unexpected breakdown costs.
  • Show the value in dollars. Waived diagnostic fees, repair discounts and filters add up; write them down next to the plan price.
  • Put it on every estimate and invoice, and include a short description on your website. See HVAC website design for where it fits.
  • Make the technician's job easy: a one-page summary and the agreement ready to sign on a tablet or on paper.
  • Pay technicians a small incentive for each plan they sell.

Renewals, cancellation and the law

Plans make money when customers renew. Automatic renewal keeps more of them on the plan, but many states have automatic renewal laws that require clear disclosure of the renewal terms, the customer's consent and an easy way to cancel, and some require a reminder before the plan renews. The template includes renewal and cancellation wording you can adapt, along with a fixed-term option.

Whatever you choose:

  • State the term, the renewal date and the renewal price clearly.
  • Remind customers before the plan renews.
  • Make cancelling as easy as signing up, and say how refunds for unused visits work.

The template is a starting point, not legal advice. Have an attorney who knows your state's rules review your final agreement.

Tracking agreements: paper vs. software

A handful of paper agreements in a binder works at first. Once you have dozens, you'll miss scheduled visits and renewals. Field service software tracks each agreement, schedules visits automatically, bills monthly plans to the card on file and reminds customers before renewal. Our comparison of the best HVAC field service software looks at how each tool handles maintenance agreements, and ServiceTitan pricing covers which ServiceTitan package includes customizable memberships.

Starting out? Our guide on how to start an HVAC business covers licensing, insurance and pricing, and our free contractor estimate template and invoice template cover the rest of your paperwork.