HVAC Maintenance Agreement Template (2026) — Free PDF

A professional HVAC maintenance agreement should cover the following sections clearly and completely:

• Visit Schedule: State how many visits are included per year (typically 1–2). Specify whether visits cover heating season (fall), cooling season (spring), or both.
• Scope Per Visit: List every task performed at each visit: air filter inspection and replacement, evaporator and condenser coil cleaning, electrical component check (capacitors, contactors, wiring), refrigerant level check, condensate drain line flush and clear, blower motor and belt inspection, thermostat calibration check, and overall system safety inspection.
• Member Benefits: Priority scheduling (within 24 hours for agreement holders vs. standard queue), 10–15% discount on all parts and labor, no diagnostic fee for covered system calls.
• Pricing and Payment Terms: Annual or semi-annual billing options. State the per-unit price and whether multi-unit discounts apply. Specify accepted payment methods.
• Auto-Renew Clause: Agreement automatically renews annually unless cancelled. State the cancellation notice period (typically 30 days before renewal date).
• Cancellation Policy: Customer may cancel with 30 days written notice. Any pre-paid visits not yet completed will be refunded on a pro-rated basis.
• Liability Limitations: Company is not liable for pre-existing conditions or failures unrelated to the covered maintenance tasks. Agreement does not cover repairs, parts replacement, or refrigerant — those are billed separately at member discount rates.
• Signature Block: Customer name, address, unit information, date, and signature. Include a company representative signature line.

HVAC MAINTENANCE AGREEMENT

This Maintenance Agreement ("Agreement") is entered into as of [Start Date] by and between:

Service Provider: [Your Company Name], located at [Your Address], [City, State, ZIP] ("Company")
Customer: [Customer Full Name], located at [Service Address], [City, State, ZIP] ("Customer")

1. COVERED EQUIPMENT
This Agreement covers the following HVAC system(s) at the Service Address:
System 1: [Make / Model / Unit Type — e.g., Carrier 2.5-ton split AC, indoor and outdoor units]
System 2 (if applicable): [Make / Model / Unit Type]
Additional units may be added at the per-unit rate specified in Section 4.

2. SCHEDULED MAINTENANCE VISITS
Company will perform [1 / 2] scheduled maintenance visit(s) per year per covered unit, as follows:
Visit 1 (Spring — Cooling Tune-Up): Scheduled in [April–May]
Visit 2 (Fall — Heating Tune-Up, if applicable): Scheduled in [September–October]
Company will contact Customer no less than [7] days in advance to schedule each visit. Customer agrees to provide reasonable access to the equipment at the agreed time.

3. SCOPE OF EACH MAINTENANCE VISIT
Each scheduled visit includes the following services at no additional charge:
• Inspect and replace standard 1-inch air filter (filter replacement billed at cost if non-standard size)
• Clean evaporator coil (indoor unit) and condenser coil (outdoor unit)
• Inspect and test all electrical components: capacitors, contactors, relays, and wiring connections
• Check refrigerant level and inspect for leaks (refrigerant recharge billed separately if required)
• Flush and clear condensate drain line
• Inspect and lubricate blower motor bearings and check belt condition (belt replacement billed separately)
• Calibrate and test thermostat operation
• Perform overall system safety inspection and operational test
• Provide written summary of findings after each visit

4. AGREEMENT PRICING AND PAYMENT
Annual Agreement Price: $[Price] per covered unit per year
Payment is due at the time of Agreement execution (or first visit, at Company's discretion).
Multi-unit discount: [10%] off per-unit price for [3+] units at the same address.
Payment methods accepted: [Credit Card / Check / ACH Bank Transfer]

5. MEMBER BENEFITS
As an active Agreement holder, Customer receives the following benefits throughout the Agreement term:
• Priority scheduling: Agreement holders receive priority dispatch for non-emergency service calls, typically within [24] hours. Standard (non-member) scheduling may have longer lead times.
• Parts and labor discount: [10–15%] off the standard price for all repair parts and labor on the covered system(s).
• No diagnostic fee: The standard diagnostic fee of [$89–$149] is waived for service calls on covered equipment. Repair costs apply separately at member discount rates.

6. WHAT THIS AGREEMENT DOES NOT COVER
This Agreement covers scheduled preventive maintenance only. It does not include:
• Repair parts or components beyond those listed in Section 3
• Refrigerant recharge or leak repair
• Ductwork, insulation, or structural components
• Damage caused by misuse, power surges, flooding, or acts of God
• Equipment that is beyond economical repair or has reached end of useful life
All non-covered work will be quoted separately and billed at Customer's member discount rate.

7. AUTO-RENEWAL
This Agreement automatically renews for successive one-year terms at the then-current Agreement price, unless either party provides written notice of cancellation at least [30] days prior to the renewal date. Company will send a renewal notice to Customer no less than [45] days before the renewal date.

8. CANCELLATION
Either party may cancel this Agreement with [30] days written notice. In the event of Customer cancellation:
• If cancellation occurs before any scheduled visits have been completed, a full refund will be issued within [10] business days.
• If one visit has been completed on a 2-visit agreement, Customer will receive a pro-rated refund of [50%] of the annual price.
• No refund is issued after all scheduled visits for the agreement year have been completed.
Company may cancel this Agreement with [30] days written notice if the covered equipment is found to be unserviceable or if the Customer's premises are no longer accessible.

9. LIABILITY LIMITATION
Company's liability under this Agreement is limited to the re-performance of any maintenance visit found to be deficient. Company is not liable for pre-existing equipment defects, consequential damages, or equipment failure caused by factors outside the scope of the maintenance tasks listed in Section 3. Total liability shall not exceed the annual Agreement price paid by Customer.

10. AGREEMENT TERM
This Agreement is effective as of [Start Date] and continues for one (1) year, through [End Date], subject to auto-renewal as described in Section 7.

SIGNATURES

By signing below, both parties agree to the terms of this Maintenance Agreement.

Customer Signature: _________________________ Date: __________
Printed Name: [Customer Full Name]

Company Representative: _________________________ Date: __________
Printed Name: [Your Name]
Title: [Your Title]
[Your Company Name]

A commercial agreement is not a residential one with a bigger number on it. Five clauses carry nearly all the risk, and residential templates omit every one of them.

• Response-time SLA. Commercial clients buy uptime. State a guaranteed response window (typically 4 hours emergency / next business day routine) and what happens when you miss it — a credit, not a vague apology.
• After-hours coverage. Define "business hours" explicitly, then price nights, weekends, and holidays as named multipliers. A restaurant's equipment fails at 6pm Friday, not 10am Tuesday.
• Equipment schedule as an exhibit. List every unit by make, model, serial, tonnage, and location in an attached exhibit — not in the body. Equipment changes; the contract should not have to be redrafted when it does.
• Certificate of insurance and indemnity. Commercial property managers will require a COI naming them as additional insured. Build the requirement into the agreement so it is not a surprise at signature.
• Assignment on sale. Commercial buildings change hands. Say whether the agreement transfers to a new owner and on what notice.

Price commercial agreements per unit per visit, not per building. A ten-rooftop-unit site and a two-unit site are different businesses even at identical square footage.

If you service boilers, do not fold them into a standard AC agreement — the inspection scope and liability profile are different enough to need their own clauses.

A boiler maintenance agreement should specify: combustion analysis and efficiency testing, low-water cutoff testing, relief valve verification, controls and aquastat calibration, flue and venting inspection, and expansion tank checks. Name the annual inspection standard you work to, and state clearly whether refractory work, tube replacement, and code-required certifications are included or quoted separately — they should almost always be quoted separately.

Boiler agreements are usually written for the heating season with a pre-season commissioning visit, rather than on the two-visit residential AC cadence.