Free resource
HVAC maintenance agreement template
A free template you can copy and edit: visits, tasks, pricing, renewal and cancellation. It is a starting point, not a finished contract, so have it reviewed for your local law before you use it.
Before you use this template
This template is not legal advice and isn't guaranteed to meet the law where you work. Contract, consumer-protection and automatic-renewal rules vary by state. Have your own attorney review your final agreement, including for your local law, before you use it with customers.
Two rules worth asking your attorney about:
- In-home sales. The FTC's Cooling-Off Rule (16 CFR 429.1) gives buyers until at least the third business day after the sale to cancel many sales made in their home. A visit the customer asked for to repair or maintain their property is treated differently (16 CFR 429.0), but items sold beyond that request may not be. A maintenance plan sold at the kitchen table during a repair visit is the kind of sale to ask about.
- Automatic renewal. Many states regulate contracts that renew on their own: how consent is collected, when renewal notices go out and how customers cancel.
This template gives you a starting point to edit, not a finished contract.
What an HVAC maintenance agreement should cover
A maintenance agreement is the steadiest money an HVAC business has. It is also easy to get wrong on paper: a visit count you can't deliver, a renewal clause your state doesn't allow, or a task list so vague the customer thinks "maintenance" means free repairs. At minimum, cover:
- Who the agreement is between, and which property and equipment it covers
- How many visits are included and roughly when
- What gets done on each visit
- What's not included
- The price, how it's billed and any member pricing on repairs
- The term, how renewal works and how to cancel
- Access, scheduling and what happens if a visit is missed
For the task list, two references are worth knowing. ENERGY STAR's maintenance checklist recommends annual pre-season check-ups (cooling in spring, heating in fall) and lists contractor tasks. ACCA publishes a quality-maintenance standard for residential HVAC systems, ANSI/ACCA 4 QM, that many contractors build their own plans on.
The template
Copy each block and edit the bracketed fields. Nothing here is gated and there is no sign-up.
Agreement details
Agreement number: [number]
Date: [date]
1. Parties
This agreement is between [Company legal name], [address], [license number if required in your state] ("Company") and [Customer name], [address], [phone], [email] ("Customer").
2. Property and covered equipment
Service address: [address]
Covered equipment:
[Equipment type, for example gas furnace] — Make/model: [ ] — Serial: [ ] — Location: [ ]
[Equipment type, for example split-system air conditioner] — Make/model: [ ] — Serial: [ ] — Location: [ ]
3. Term
This agreement starts on [start date] and ends on [end date].
4. Included visits
The agreement includes [number] maintenance visits during the term:
Cooling system check: scheduled in [spring months]
Heating system check: scheduled in [fall months]
Company will contact Customer to schedule each visit. Visits not completed because Customer was unavailable or declined [carry over / are forfeited / other: describe].
5. Work performed on each visit
Cooling visit: [for example, check refrigerant charge; clean condenser and evaporator coils as accessible; check condensate drain; inspect and tighten electrical connections; check controls and thermostat operation; replace or clean standard air filter; lubricate moving parts as needed].
Heating visit: [for example, inspect burners and heat exchanger; check gas pressure and combustion; check flue and venting; check safety controls; inspect and tighten electrical connections; replace or clean standard air filter; lubricate moving parts as needed].
Company will tell Customer about any repairs it recommends. No repair will be made without Customer's approval.
6. Not included
Unless listed above, this agreement does not include repairs, replacement parts, refrigerant beyond [amount / none], ductwork, [other exclusions]. [If parts or labor are covered, list them here.]
7. Price and billing
Agreement fee: $[amount] [per month / per year / one time], billed [describe how and when].
[Optional] Member pricing: Customer receives [describe discount] on labor and/or parts for repairs at the covered address during the term. [State whether member pricing combines with other discounts.]
8. Renewal
[Choose one and have your attorney confirm it meets your state's rules:]
[A] This agreement ends on the end date. Company will contact Customer before the end date to offer renewal.
[B] This agreement renews automatically for [term] at [price] only if Customer agrees by checking the box below. Company will send a renewal notice before each renewal [describe timing and how], including how to stop the renewal.
☐ I agree that this agreement will renew automatically as described above. (Leave unchecked if you do not agree.)
9. Cancellation
Customer may cancel by [describe how: online link, phone, email, mail]. [Describe refund terms for unused time or visits.]
[If sold in the customer's home: attach the cancellation notice your state and the FTC Cooling-Off Rule require.]
10. Access and scheduling
Customer will provide access to the covered equipment at scheduled times. [Describe missed-appointment or trip-charge terms, if any.]
11. Limits
[Your attorney's language on liability, warranties and existing conditions.]
Signatures
Customer: ______________________ Date: ________
Company representative: ______________________ Date: ________
Filling it in: notes section by section
Visits and timing
Promise visits you can deliver in the shoulder months, not in the first heat wave. If you sell hundreds of plans, check that your techs have room for that many spring visits before you print "spring" on the agreement. For scheduling visits once they are sold, read how to schedule recurring maintenance visits.
The task list
Be specific enough that the customer knows what they're paying for, and say clearly that repairs aren't included unless listed. Most "you said maintenance was covered" arguments start with a vague task list.
Pricing, billing and member discounts
Say whether member pricing stacks with other discounts. Customers will ask. Don't promise "priority service" unless you can show what it means on a busy day. If you promise a response or resolution time, write it in hours.
Renewal and cancellation
If the agreement renews automatically, get the customer's consent with a box they tick themselves, send a notice before each renewal, and make cancelling as easy as signing up. Check your state's rules with your attorney. Our explainer on service agreements vs. maintenance contracts covers the terms.
After the customer signs
The paper is the easy part. The agreement only pays off if the visits happen, covered work isn't billed by mistake and someone notices the end date.
FSM Navigator is one app from first call to renewals. On Pro, a service agreement schedules its own visits at the frequency you set, with one visit schedule for each agreement location. You tick what each agreement waives (labor, parts, permits, inspections, travel or other charges), anything left unticked is billed as normal, and the invoice names the agreement that applied. Agreements the customer agreed to auto-renew renew automatically; the others send a renewal notice. FSM Navigator provides tools that help you follow automatic-renewal and online-cancellation rules, and you are responsible for your own compliance. You can attach the signed agreement and supporting files to the record.
An agreement can record the response time and the resolution time it promises, in hours. The resolution time sets the SLA deadline on new jobs for that customer or location. The response time is recorded on the agreement only; FSM Navigator does not track or alert on it. Equipment-linked agreements, with parts or full coverage, are on Enterprise.
See how HVAC maintenance agreements run in FSM Navigator: HVAC maintenance agreements.
HVAC maintenance agreement template questions
What should an HVAC maintenance agreement include?
The parties and covered equipment, the number and timing of visits, the tasks on each visit, what's excluded, the price and billing, the term, renewal, cancellation and access terms.
How many visits should an HVAC maintenance plan include?
Most residential plans include two a year, one before cooling season and one before heating season, matching ENERGY STAR's pre-season check-up guidance.
Do HVAC maintenance agreements renew automatically?
Only if the agreement says so and the customer agreed. Many states regulate automatic renewal, so have your attorney review the renewal clause.
Can a customer cancel an HVAC maintenance agreement?
Your agreement should say how. Sales made in the customer's home may also fall under the FTC Cooling-Off Rule, which gives a three-business-day cancellation right in many cases.
Is this template legally binding?
It's a starting point, not legal advice. Have your own attorney review and adapt it to your state's laws before you use it.
What's the difference between a maintenance agreement and a warranty?
A warranty is the manufacturer's or installer's promise about defects. A maintenance agreement is a paid service plan for scheduled upkeep. Some manufacturers ask for regular maintenance to keep a warranty valid, so check the equipment's warranty terms.
Let the agreement schedule its own visits
Sell the plan once. FSM Navigator creates each visit, waives what the agreement covers on the invoice and sends a renewal notice.
Sign up free, then start a 14-day Pro or Enterprise trial from your account. A payment method is collected when the trial starts and isn't charged until the trial ends.