HVAC Maintenance Agreement Template (Free) + How to Price It

This is a plain-language outline for a residential HVAC maintenance agreement (also called a service agreement, club, or membership plan). Copy it, replace everything in [brackets] with your own terms, and delete the sections that don't fit your shop.

Not legal advice. This is a starting outline, not a finished contract. Have a local attorney review your final agreement before you use it. Auto-renewal, cancellation, and consumer-contract rules vary by state (some states require specific disclosures, customer consent, renewal notices, or easy online cancellation), and licensing and warranty rules vary too. What's fine in one state can be a problem in the next.

How to use this template

1. Pick your tiers and fill in the plan table first. Everything else refers back to it.
2. Replace every [bracketed placeholder]. Don't leave a bracket in a customer-facing copy.
3. Price each benefit before you promise it (see the pricing section below).
4. Have an attorney review the final version for your state.
5. Give the customer a copy, and keep a signed or accepted copy on file.

Plan tiers (example layout)

The tier names and benefits below are placeholders to show the structure. ACCA's blog recommends offering multiple membership levels, and lists common benefits as annual tune-ups, exclusive discounts, repair warranties, priority response, and no after-hours fees. Source: ACCA HVAC Blog, "Strategies for Increasing Service Agreement Sales"

Keep it to three tiers or fewer. If a tech can't explain it at the kitchen table, it's too many.

The agreement outline

1. Parties and covered equipment

• Company: [Legal business name], [license number(s)], [business address], [phone], [email].
• Customer: [Customer name], [service address], [phone], [email].
• Covered equipment: [number] system(s): [equipment type, make, model, serial, approximate age]. Additional systems at the same address: $[__] per system per [month/year].
• Plan selected: [Tier name].

2. What's included per visit

Each scheduled maintenance visit includes the checklist below for the covered equipment. [Edit to match what your techs actually do. Don't list anything you won't do every time.]

• [Check thermostat settings and operation]
• [Tighten electrical connections; measure voltage and current on motors]
• [Lubricate moving parts where applicable]
• [Inspect and clear the condensate drain]
• [Check system controls and safety operation]
• [Inspect/clean evaporator and condenser coils as accessible]
• [Check refrigerant operating pressures / charge]
• [Inspect and adjust blower components]
• [Heating: inspect gas/oil connections, burner combustion, heat exchanger as accessible]
• [Replace standard filter, if included in plan]
• [Written summary of findings and any recommended repairs]

Visits are scheduled [in the spring for cooling and in the fall for heating / on a schedule we agree on]. The company will contact the customer to schedule. Visits not completed because the customer did not respond or was unavailable [do / do not] carry over to the next term.

3. Priority service

Members receive priority scheduling for repair calls over non-member calls received at the same time. Priority means [description, e.g. placed ahead of non-member calls in the queue]. It is not a guaranteed arrival time. [If you promise a response window, state it exactly: "within [X] business hours during normal business hours".]

4. Discounts and waived fees

• Repairs on covered equipment: [X]% off standard pricing for [parts / labor / both].
• Diagnostic or trip fee: [waived / $__].
• After-hours or holiday premium: [waived / reduced to $__ / standard].
• Discounts do not apply to [equipment replacement, new installations, ductwork, third-party work, items already on sale or financed, other exclusions]. Discounts cannot be combined with [other promotions].
• [Optional] Replacement credit: $[__] toward new equipment installed by the company while the agreement is active, [limit/conditions].

5. Term and automatic renewal

• The agreement starts on [start date] and runs for [12 months / month to month].
• [If auto-renewing]: This agreement renews automatically for another [term] at the then-current price unless the customer cancels before the renewal date. The company will send a renewal notice to [email/address] [X] days before renewal, stating the renewal date, price, and how to cancel. [Price changes will be disclosed at least [X] days in advance.]
• The customer's consent to automatic renewal is captured by [separate checkbox / signature line next to this section].

[Attorney check: auto-renewal disclosure, consent, notice timing, and cancellation method requirements vary by state. Make this section match your state's rules.]

6. Cancellation

• The customer may cancel at any time by [phone at ___ / email to ___ / online at ___ / the same method used to sign up].
• Refunds: [Monthly plans: billing stops at the end of the current billing month. / Annual plans: refund of the unused portion, minus the standard price of any visits and discounts already used, not to go below $0.]
• The company may cancel with [X] days' written notice, [with a prorated refund of unused prepaid fees], or immediately for non-payment or unsafe conditions at the service address.
• [Any state-required cancellation window for new agreements: ___.]

7. Payment

• Price: $[__] per [month / year] for the [tier name] plan, plus applicable tax.
• Billing: [automatic charge to card or bank account on file on the [day] of each month / annually on the start date].
• Failed payments: the company will notify the customer and retry [X] times over [X] days. Plan benefits are paused if payment is more than [X] days past due, and the agreement may be cancelled after [X] days.
• The customer authorizes recurring charges by [signature / checkbox] and may update the payment method by [method].

8. What's not covered (exclusions)

Unless stated otherwise in the plan table, the agreement does not cover:

• Cost of repair parts, refrigerant, and labor beyond the member discount.
• Equipment replacement, new installations, or ductwork modifications.
• Damage from [power surges, flooding, fire, storms, pests, freezing, lack of maintenance before enrollment, misuse, or work by others].
• Equipment the company determines is [unsafe, not serviceable, or with parts no longer available].
• Code upgrades, permits, or corrections required by local authorities.
• Mold, indoor air quality testing, or remediation [unless included].
• [Any other exclusions.]

9. Limitation of liability

[Attorney-drafted language goes here.] Typical topics: the company's liability for any claim is limited to [amount paid under this agreement in the prior 12 months / other]; no liability for indirect or consequential damages (such as food spoilage, lost income, or temporary lodging) to the extent allowed by law; a maintenance visit is an inspection and service, not a guarantee that equipment won't fail. Manufacturer warranties are separate and are not changed by this agreement.

10. Customer responsibilities

• Provide safe, reasonable access to the equipment and service areas [including attic/crawlspace].
• Keep pets secured during visits.
• Respond to scheduling requests and give [24] hours' notice to reschedule.
• Replace filters between visits [if filters are not included].
• Tell the company about known problems, prior repairs, or changes to the equipment.
• Keep the payment method current.

11. Company responsibilities

• Perform the included visits during the term, using [licensed / trained] technicians.
• Contact the customer to schedule visits.
• Give a written summary after each visit and a written estimate before any repair.
• Get the customer's approval before doing any work that costs extra.
• Carry [general liability insurance / workers' compensation as required].
• Honor the listed discounts and priority service while the agreement is active and paid.

12. General terms

• Transfer: the agreement [can / cannot] be transferred to a new owner of the service address [for a fee of $__].
• Changes: changes to this agreement must be in writing. [Price change notice terms.]
• Governing law: the laws of [state].
• Disputes: [attorney to fill in].
• Entire agreement: this document [and the plan table] is the full agreement between the parties.

13. Signatures

Customer: ______________________ Date: ________

Company representative: ______________________ Date: ________

Auto-renewal consent (initials): ______

How to price your plan

Don't copy a competitor's price. Their labor cost, overhead, and drive times aren't yours. Price starts from what the visits and benefits cost you:

1. Cost per visit: average visit time (including drive) x your loaded labor cost per hour, plus materials.
2. Direct cost per member per year: visits per year x cost per visit, plus an allowance for what your discounts and waived fees will cost.
3. Fully loaded cost: add your share of overhead for those hours.
4. Price and margin: compare your price against both direct cost and fully loaded cost, so you know if the plan pays for itself or is a paid lead-generation program for repairs and replacements.

Our free HVAC maintenance agreement calculator runs this math with your own numbers: margin per member, break-even plan price, and what your member base adds up to in recurring revenue. For a full walk-through with a worked example, plus how to sell plans and keep members renewing, read the maintenance agreements guide. To track member count, conversion, and renewal rate monthly, see the HVAC KPIs guide.

Common template mistakes

1. Promising what you can't deliver in peak season. A priority promise or response window has to hold up on the hottest day of the year.
2. Leaving placeholders in. A stray [bracket] on a signed agreement looks careless and can create confusion about what was agreed.
3. Vague exclusions. If it isn't covered, say so in writing before the customer finds out on a repair invoice.
4. Burying the auto-renewal. Make renewal terms and how to cancel easy to find. It's the right thing to do, and in many states it's the law.
5. No attorney review. A one-time review is cheap compared with a dispute over a contract you wrote yourself.

Price-check your plan

Once the template is filled in, the anonymous Owner Numbers survey lets you see how your plan price sits next to other shops'.