HVAC Maintenance Agreement Template

1. Parties, Equipment & Agreement Term

This HVAC Maintenance Agreement ("Agreement") is made between [COMPANY LEGAL NAME], DBA [BRAND NAME], license #[HVAC/CONTRACTOR LICENSE NUMBER] ("Contractor"), and [CUSTOMER NAME] ("Customer") at the service address [SERVICE ADDRESS].

Covered Equipment: [# and TYPE — e.g., (1) gas furnace, (1) split-system AC condenser, model/serial as listed on the attached equipment schedule]. Only equipment listed here is covered.

Plan Level: [PLAN NAME — e.g., Comfort, Comfort Plus, Priority] as described in Section 2.

Term: This Agreement begins on [START DATE] and continues for [12] months. See Section 6 for renewal and cancellation.

Equipment must be in good working order at enrollment. Contractor may perform a paid initial inspection before accepting equipment onto the plan.

2. Covered Maintenance Visits & Scope

Contractor will perform [2] scheduled precision tune-up visits per year: one heating tune-up ([target month — e.g., Sept–Oct]) and one cooling tune-up ([target month — e.g., Mar–Apr]).

Each visit includes a multi-point inspection, cleaning, calibration, and safety check of the Covered Equipment per Contractor's standard tune-up checklist (available on request).

Included consumables per visit: [1" standard air filter(s), condensate treatment tablets, and minor refrigerant-line/electrical tightening]. Specialty or oversized filters are billed at [$RATE].

Contractor will contact Customer to schedule each visit; Customer is responsible for providing safe access to all equipment and disclosing known issues.

Diagnostic and repair labor beyond the scheduled tune-up scope is billed separately per Section 4 unless the Plan Level states otherwise.

3. Plan Benefits

Priority Scheduling: Plan Customers are moved ahead of non-plan callers for service requests, with a target response of [same-day / next business day].

Repair Discount: [15]% off diagnostic fees and parts/labor on repairs to Covered Equipment for the duration of this Agreement.

No Overtime/Trip Surcharge: Waived after-hours or emergency trip fee on Covered Equipment, up to [#] calls per year. [Adjust or remove per your policy.]

Transferable / Loyalty Credit: [This plan may transfer to a new homeowner at the same address, OR Customer earns $[AMOUNT] toward future equipment replacement per year enrolled.] Select one and delete the other.

Maintenance History: Contractor retains a service record for the Covered Equipment to support warranty claims and future diagnostics.

4. What Is NOT Included (Billed Separately)

Repairs, replacement parts, refrigerant, and components that fail or wear out — these are billed at the discounted Plan rate but are not free.

Equipment that fails a safety inspection (e.g., cracked heat exchanger, compromised flue): Contractor will red-tag and quote repair/replacement separately; continued operation is at Customer's own risk.

Work required due to misuse, power surges, flooding, pest damage, dirty conditions caused by remodeling/construction, or improper prior installation by others.

Ductwork replacement, indoor air quality accessory installs, thermostat upgrades, and code-required modifications, unless separately agreed in writing.

Any equipment not listed on the Covered Equipment schedule in Section 1.

5. Pricing & Payment Terms

Plan Fee: $[MONTHLY AMOUNT]/month OR $[ANNUAL AMOUNT]/year for the Plan Level selected. Prices are for the Covered Equipment listed; additional systems are $[ADD-ON PRICE] each.

Billing: Customer authorizes [monthly / annual] charges to the payment method on file beginning [START DATE]. Contractor uses a third-party payment processor and does not store full card numbers on its own systems.

Separately-billed repairs are due [upon completion / within 15 days] of invoice. Past-due balances over [30] days may pause Plan benefits until cured.

Price Changes: Contractor may adjust the Plan Fee at renewal with at least [30] days' written notice. Continued enrollment after the effective date constitutes acceptance.

Failed/declined payments: Contractor will notify Customer and allow [10] days to update payment before suspending benefits.

6. Renewal, Cancellation & Refunds

Auto-Renewal: This Agreement renews automatically for successive [12]-month terms unless either party cancels per this Section.

Customer Cancellation: Customer may cancel with [30] days' written notice to [CANCELLATION EMAIL/ADDRESS]. Prepaid annual plans are refunded on a pro-rata basis less the retail value of any tune-ups or discounts already used.

Contractor Cancellation: Contractor may cancel for non-payment, unsafe conditions, or inability to service the equipment, with [15] days' notice.

No refunds are owed for completed maintenance visits or benefits already redeemed.

Missed/No-Show Visits: If Customer misses a scheduled visit without [24] hours' notice, Contractor will attempt to reschedule; unused visits do not roll over past the term.

7. Warranty, Liability & General Terms

Workmanship Warranty: Contractor warrants tune-up and repair labor for [90] days. Parts carry only the manufacturer's warranty.

Limitation of Liability: Contractor is not liable for pre-existing conditions, latent defects, or consequential damages (e.g., spoiled food, secondary property damage). Total liability is limited to the amount paid under this Agreement in the prior [12] months.

This Agreement does not guarantee that Covered Equipment will not fail; it provides maintenance, priority service, and discounts as described.

Entire Agreement: This document and its equipment schedule are the full agreement and supersede prior discussions. Changes must be in writing and signed by both parties.

Governing Law: This Agreement is governed by the laws of the State of [STATE].

Signatures — Contractor: ____________________ Date: ______ Customer: ____________________ Date: ______