HVAC maintenance agreement, in plain words.
A maintenance plan is two visits a year and a promise to show up first when it's 95 out. Write down what the tune-up includes, what it doesn't, and what happens when the plan runs out, so the customer and your techs read it the same way.
The agreement
Click any text to edit it. Fill in the parts in [brackets], then print it or copy it into your own document.
HVAC Maintenance Agreement between [Your Company] ("we") and [Customer Name] ("you") for the equipment at [Service Address].
1. Equipment covered. [Number] system(s): [furnace / air handler make and model], [condenser / heat pump make and model]. Equipment added later can be added to this agreement at the per-system price below.
2. Visits. Two maintenance visits per year for each covered system: a cooling check in [spring months] and a heating check in [fall months]. We will contact you to schedule each visit. A cooling check includes: [inspect and clean condenser coil, check refrigerant pressures and temperature split, test capacitors and contactor, clear condensate drain, check thermostat operation]. A heating check includes: [inspect burners and flame sensor, check heat exchanger visually, test safeties and ignition, check gas pressure, check venting, measure temperature rise]. Standard 1 in. filters are replaced at each visit; media filters are [included / billed separately].
3. Price and payment. $[amount] per system per year, paid [in full at signing / per visit at $(amount) / (other)]. Prices for any renewal term will be confirmed in writing before the renewal starts.
4. Member benefits. Priority scheduling ahead of non-members for no-heat and no-cool calls. [Percent]% off repair labor and parts at our standard rates. [Waived / reduced] diagnostic fee during business hours.
5. Not covered. Repairs and replacement parts, refrigerant, ductwork, equipment installed by others that does not meet code, damage from power surges, flooding, pests or neglect, and any work beyond the checklist above. We will quote repairs before doing them.
6. Access. You agree to give our technician safe access to all equipment, including attics, crawlspaces and rooftop units, and to keep pets secured during visits. If we cannot access the equipment at a scheduled visit, we will reschedule once at no charge.
7. Term and renewal. This agreement runs for 12 months from [start date]. It [renews automatically for another 12 months unless either of us cancels in writing / ends unless you renew]. We will remind you before it ends.
8. Cancellation. You may cancel at any time with written notice. If you cancel after a visit has been done, we will refund the unused portion minus the regular price of visits already performed, which is $[amount] per visit.
9. Liability. This is a maintenance agreement, not a warranty or insurance on your equipment. Our maintenance does not guarantee that equipment will not fail. Our liability is limited to the amount you paid under this agreement, except where the law in [State] does not allow that limit.
10. Whole agreement. This is the whole agreement between us about maintenance. Changes must be in writing and signed by both of us.
Customer: ______________________ Date: ________ [Your Company], by: ______________________ Date: ________
This is a starting point, not legal advice. Contract and consumer protection rules, including automatic renewal rules, vary by state. Have it reviewed for your state before you use it.
What this agreement covers
- Visits counted per system, so a two-system house is priced as two
- Separate spring cooling and fall heating checklists you can edit to match your own
- Member benefits spelled out: priority on no-heat and no-cool calls, repair discount, diagnostic fee
- Clear exclusions: refrigerant, repairs, ductwork, neglect
- Renewal, cancellation with a refund rule, and access to attics and roofs
Running the plan in Redline
Book the first tune-up, then set a custom repeat every 6 months so every spring and fall visit lands on the calendar in one save (a series holds up to 52 visits). Save it as a preset named after the plan, like "Comfort plan, 1 system", and the next customer is one tap. Tell the chat the plan price once and Redline remembers it. "Remind me next March 30 to renew Okafor" puts the renewal in that morning's push on the iPhone app.
Redline doesn't bill plans on its own. On Solo ($29 a month) you invoice the year up front or each visit as it's done, by chat, with a card pay link, and nothing charges the customer automatically. It doesn't remind the customer either: the renewal email is one the chat drafts and you send from your Gmail. The HVAC maintenance agreement software page walks through a full season.
Sell the plan. Let the calendar keep it.
Redline is free to start. Repeating visits and presets are on every plan.
Keep reading
- HVAC maintenance agreement softwareSpring and fall tune-ups booked as one series, with renewal reminders.
- Service agreement templateAny recurring service: scope, visit schedule, price, access, weather, cancellation.
- HVAC work order templateNo-cool call: parts, refrigerant by the lb, readings, model and serial.
- HVAC invoice templateDiagnostic fee, parts, refrigerant per lb, labor and after-hours lines.
- Recurring jobs and repeat presetsBook a whole season of visits in one save, and reuse the cadence as a preset.