HVAC Service Agreement Template: Maintenance and Repair Terms

HVAC Service Agreement Template

This HVAC Service Agreement is made on [Date] by and between:

Client: [Company Name / Full Name]
Address: [Address]

Service Provider: [Company Name / Full Name]
Address: [Address]

1. Services

The Client engages the Service Provider to perform the following HVAC services:

[routine maintenance]
[system inspection]
[filter replacement]
[diagnostic services]
[repair services]
[seasonal tune-up]
[other HVAC services]

The Service Provider will perform only the services described in this Agreement unless the parties agree otherwise in writing.

2. Service Location and Equipment

The services will be performed at the following location:

[Property Address]

Covered equipment or systems:

[air conditioner]
[furnace]
[heat pump]
[air handler]
[thermostat]
[ventilation system]
[other equipment]

Equipment details, if applicable:

[Model numbers, serial numbers, unit locations, or system descriptions]

3. Service Schedule

The services will be provided on the following basis:

☐ one-time service
☐ monthly
☐ quarterly
☐ semiannual
☐ annual
☐ on-call as requested
☐ other: [Describe]

Service days, windows, or seasonal timing:

[Insert schedule details]

4. Scope of Work

The Service Provider will perform the following work, as applicable:

[inspect system condition]
[check controls and thermostat]
[clean accessible components]
[replace standard filters]
[check refrigerant or operating performance]
[test heating and cooling operation]
[other listed services]

Excluded services or items, if any:

[Insert exclusions]

5. Repairs and Additional Work

If repairs, replacement parts, or additional work are needed outside the regular scope of service, the following terms apply:

☐ separate approval is required before additional work begins
☐ repairs up to [$Amount] may be completed without prior approval
☐ additional work will be billed separately as follows: [Describe]

6. Fees and Payment

The Client shall pay the Service Provider as follows:

☐ hourly rate of [$Amount] per hour
☐ per-visit fee of [$Amount]
☐ monthly fee of [$Amount]
☐ annual maintenance fee of [$Amount]
☐ flat project fee of [$Amount]
☐ other: [Describe]

Payment is due:

☐ upon receipt of invoice
☐ within [Number] days of invoice date
☐ monthly
☐ after each service visit
☐ other: [Describe]

7. Parts and Materials

Parts, supplies, and replacement materials shall be handled as follows:

☐ included in the service fee only if specifically listed
☐ billed separately
☐ provided by the Client
☐ other: [Describe]

Additional material pricing terms, if any:

[Insert details]

8. Access and Site Conditions

The Client agrees to provide reasonable access to the equipment and service location during the agreed service times.

The Client shall also provide:

[safe access to units]
[utility service as needed]
[entry instructions or keys]
[pets secured, if applicable]
[other site requirements]

9. Emergency or After-Hours Service

Emergency, weekend, holiday, or after-hours service shall be handled as follows:

☐ available at an additional rate of [$Amount]
☐ subject to technician availability
☐ not included unless separately approved
☐ other: [Describe]

10. Warranty and Service Standards

The Service Provider agrees to perform the services in a professional and workmanlike manner using reasonable care.

Any warranty on labor, repairs, or installed parts shall be as follows:

[Insert warranty terms or write “None unless separately stated”]

Manufacturer warranties on equipment or parts remain subject to their own terms.

11. Independent Contractor Status

The Service Provider is acting as an independent contractor and not as an employee, partner, or agent of the Client unless otherwise stated in writing.

The Service Provider is responsible for its own taxes, staffing, insurance, licenses, and business expenses unless this Agreement states otherwise.

12. Liability and Property Care

Each party is responsible for its own acts and omissions under this Agreement.

The Service Provider agrees to use reasonable care while on the premises and to promptly report any known damage, safety concern, or service issue connected to the work performed.

13. Term and Termination

This Agreement begins on [Start Date] and will continue until [End Date], unless ended earlier under this Agreement.

Either party may terminate this Agreement:

☐ on [Number] days’ written notice
☐ immediately for material breach
☐ after completion of a one-time service
☐ under the following additional terms: [Describe]

If this Agreement ends early, the Client shall pay for services properly performed and approved costs incurred through the termination date unless otherwise agreed in writing.

14. Governing Law

This Agreement shall be governed by the laws of the state of [State].

15. Entire Agreement

This Agreement contains the full understanding between the parties regarding the HVAC services described above and replaces prior discussions on the same subject unless otherwise stated in writing.

16. Signatures

Client Signature: __________________________
Name: [Full Name]
Title: [Job Title, if applicable]
Date: [Date]

Service Provider Signature: __________________________
Name: [Full Name]
Title: [Job Title, if applicable]
Date: [Date]