Free HVAC maintenance agreement template

Write up the plan you sell: the visits, what members get, the price and the equipment it covers, with plain-words terms to start from. Download a PDF for you and the customer to sign.

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Your business

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Maintenance agreement

Customer

Service address

The plan

Equipment covered

Terms

Plain words to start from. Change any of them; an empty one doesn’t print.

What to put in an HVAC maintenance agreement

Ten things that let the customer say yes knowing what they get, and keep the plan from turning into an argument a year later.

  1. Who it’s between Your business and the customer, with the address the equipment is at.
  2. The equipment it covers Each unit by type, model and serial.
  3. The visits How many a year, when, and what each one includes.
  4. What members get Priority booking, a discount on repairs, or a fee you waive.
  5. What’s not included Repairs, parts, refrigerant and new equipment, so nobody is surprised.
  6. The price, and how it’s paid Yearly or monthly, and how you take it.
  7. When it starts and ends Dates, not “one year”.
  8. Whether it renews And how you ask the customer before it does.
  9. How to cancel And what you refund.
  10. Both signatures Theirs and yours, with the date.
Where this comes from

Checked October 22, 2026. It’s in plain words, not quoted; the links are the authority, not this page.

Ridgeline Heating & Air

980 Glendale Ave, Sparks, NV 89431
(775) 555-0144 · office@example.com
NV license #000000

Maintenance
agreement

Agreement no.
7004
Date
Oct 20, 2026

Customer

Ben Okafor
(775) 555-0121 · ben@example.com
655 Vista Blvd, Sparks, NV 89434

The plan

Plan name
Ridgeline Comfort Plan
Visits included
Two a year: a cooling check in spring and a heating check in fall, each one following our maintenance checklist.
What members get
Priority booking when something breaks. 15% off repairs. No diagnostic fee during business hours.
Price
$189 a year, or $16 a month
How to pay
By card: yearly when you sign up, or monthly on the same date.
Dates
Oct 20, 2026 to Oct 19, 2027

Equipment covered

  1. 1.3-ton AC, model AC-36, serial 0000000000
  2. 2.Gas furnace, 80,000 BTU, model GF-80, serial 0000000000

Terms

  1. 1. Booking your visits. We’ll call or text you to book each visit, at a time that suits you.
  2. 2. If we find a problem. We’ll tell you what we found and what it costs before we do any repair. Repairs aren’t included in the plan’s price.
  3. 3. Safety. If we find something unsafe, like a cracked heat exchanger or a gas leak, we’ll turn the equipment off and tell you in writing.
  4. 4. What’s not included. Repairs, parts, refrigerant, new equipment, ductwork, and damage from floods, fire, power surges or someone else’s work.
  5. 5. Your part. Give us safe access to the equipment, keep the space around it clear, and change your filter between visits as we recommend.
  6. 6. Renewal. This plan ends on its end date. We’ll contact you before then to ask if you’d like to renew.
  7. 7. Cancelling. You can cancel at any time by calling or emailing us. We’ll refund what you paid for visits we haven’t done yet.
Customer signatureFor Ridgeline Heating & Air
Printed name and datePrinted name and date
A filled-in agreement, the way this page’s PDF comes out. The shop, the customer and the prices are made up.

Questions about this agreement

More templates for HVAC shops are on the free templates page.

Should the plan renew on its own?

This template doesn’t: the plan ends on its end date, and you ask the customer before then. Some states have rules for plans that renew on their own, such as telling the customer first, so check the rules where you work before you write one that does.

What should I charge for a maintenance plan?

Start from your own numbers: the time each visit takes at the hourly rate you need, plus what a visit uses in parts, and then what members get on top, like a repair discount. Then see what other shops near you charge for theirs.

Can customers pay monthly?

Yes, if you can take a payment each month. Write it in How to pay, and put both prices in Price, the yearly one and the monthly one.

How does the customer sign it?

Print it and sign it together at the visit, or send the PDF and ask them to print it, sign it and send you a photo. It has lines for both of you, with a printed name and the date.

Is this agreement template free?

Yes. There’s no account, no trial and no email address to give. Fill it in and download the PDF as often as you like.

Where does what I type go?

Nowhere. It stays in this browser on this device, so it’s there next time you open the page. Wakeman never sees it, and Clear everything removes it.

More free templates

HVAC invoice

Equipment model and serial, refrigerant by the pound, labor.

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