Written by

Jennifer Carlson

September 7, 2025

Edited by

Tamatha Hazen

Fact-checked by

Kristen Cramer

HVAC service agreement

An HVAC service agreement, also called an HVAC service contract or HVAC maintenance contract, is a written document between an HVAC contractor and a client that spells out the terms of ongoing system care. Service agreements define the specific responsibilities, payment details, schedules, and legal protections for both parties.

Signing up for a maintenance agreement benefits both the customer and the contractor. Customers get longer-lasting, safer, and more efficient equipment, while contractors secure recurring business and steady income with less time spent searching for new customers.

Is a service contract necessary for HVAC?

While not legally required, a service contract protects both the customer and the contractor by setting clear expectations and reducing misunderstandings. Commercial clients often expect a service contract for risk management and regulatory purposes.

What does an HVAC service contract include?

An HVAC service or HVAC maintenance contract should include the following elements:

• Parties: The document lists the company or contractors involved as well as the names of the client(s) and their address.

• Scope of services: The agreement lists all planned maintenance or repair tasks, such as inspecting and cleaning coils, changing filters, checking refrigerant, and verifying system performance.

• Payment terms: Contracts lay out all pricing, payment schedules, late fees, and any deposits required. The payment structure may be per visit, monthly, or annually.

• Schedules: Agreements specify how often maintenance occurs (one-time, monthly, quarterly, or yearly) and when service visits will take place.

• Access to premises: The contract states that clients must provide access to the property for scheduled work and utilities as needed.

• Termination and renewal: Provisions detail how either party can end or renew the agreement and any notice period required.

• Client responsibilities: Customers may have certain duties, like maintaining clear access to units, notifying contractors about issues, or authorizing additional work if needed.

• Other conditions: Standard contracts also address insurance, confidentiality, liability limitations, cleanup duties, an indemnification clause, and dispute resolution.

Types of HVAC maintenance contracts

Since HVAC companies can offer several different kinds of services, there are a number of different contracts or agreements they could enter into. For example, an HVAC maintenance agreement focuses more on routine check-ups, while installation contracts have information on materials, labor, and warranties.

The table below shows common HVAC contract types and how they differ:

Online HVAC contract templates

There are many different websites you can use to make a contract online, often for free:

Revv

Revv delivers a flexible HVAC maintenance contract template through a document automation platform. Users can modify the contract text, add branding and cover pages, and produce professional-looking agreements. Revv requires a small fee for downloading, but it streamlines customization and eSignature collection, helping businesses present polished HVAC service contracts.

eForms

eForms offers an interactive HVAC service contract template that customizes content based on user inputs. This online tool guides contractors through creating detailed maintenance agreements, then lets them download documents in multiple file formats. It helps streamline contract generation while ensuring all necessary terms, like payment and scope, are covered clearly.

ServiceTitan

ServiceTitan promotes HVAC service contracts for customer retention and steady revenue. Their templates highlight service scope, terms, and pricing clearly. The platform focuses on easy contract creation, editing, and signing. ServiceTitan suits businesses needing smooth contract workflows for both small operations and large teams.

SignHouse

SignHouse offers a free HVAC contract template available in PDF, DOCX, and Google Docs. You download, edit, and sign digitally. The document covers routine maintenance and service, making it legally binding without complexity. SignHouse aims to simplify contract management for HVAC contractors needing quick, professional agreements.

Housecall Pro

Housecall Pro’s HVAC contract templates prioritize speed and simplicity for busy contractors. It allows quick customization with branding and customer details. Users can print contracts or share them digitally. A summary section upfront explains benefits to customers before detailed contract terms, supporting clear communication and trust.

SampleTemplates

SampleTemplates compiles numerous HVAC contract templates in various editable formats. This resource is ideal for contractors who want a wide range of free and paid template options. Its templates cover both residential and commercial service agreements, though some may need adjustment to fit specific business needs or legal requirements.

Jotform

Jotform specializes in digital form-based HVAC contract templates suited for easy customization and electronic signatures. Contractors use Jotform to create, complete, and manage maintenance or installation agreements seamlessly online. The platform supports workflows that simplify document storage and client approvals, boosting efficiency for HVAC businesses of all sizes.

Why use an HVAC service agreement template?

Having an HVAC service agreement template or an HVAC contract template saves time, ensures consistency, and reduces legal risks. Templates help you provide clear information, look professional, and avoid missing essential details. Choose a customizable format to add your branding, customer information, and unique terms as needed.

HVAC service contract best practices

When creating your contract, remember these guidelines:

• Keep contracts readable: Use clear language and avoid too much legal jargon for client trust.

• Use professional templates: Select or adapt a reputable HVAC service agreement template for each client type.

• Make signing easy: Employ e-signature and digital forms to streamline approvals and storage.

• Set reminders for renewals: Use your CRM or scheduling software to track renewals and expiration dates.

• Document changes: If any term changes during the contract, always update and re-sign with both parties.

How to handle disputes

As an HVAC business owner, resolve disputes by responding quickly and listening carefully to customers' concerns. Use clear, honest communication and show empathy to build trust. Offer practical solutions such as repairs, refunds, or discounts. Keep detailed records of agreements and set clear expectations upfront to prevent misunderstandings and maintain strong client relationships.

If conflicts escalate, consider mediation or arbitration to resolve issues efficiently and avoid costly litigation. Establish a formal dispute resolution process and train your team to stay professional and solution-focused during disagreements.