HVAC Annual Maintenance Contract

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# HVAC Annual Maintenance Contract

This Annual Maintenance Contract ("Contract") is entered between **[Company Name]** ("Provider") and **Customer:** _____________________________ ("Customer") at property: _____________________________________

Effective Date: ___________ | Term: 12 months | Contract ID: _____________

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## 1. Equipment Covered

| Equipment | Brand | Model | Serial | Age |
|---|---|---|---|---|
| | | | | _____ yrs |
| | | | | _____ yrs |
| | | | | _____ yrs |

**Maximum age covered:** Equipment over 20 years may be excluded or require condition assessment before coverage.

## 2. Maintenance Schedule

**Spring tune-up (AC):** Performed between March 1 – May 31
**Fall tune-up (heating):** Performed between September 1 – November 30

Provider will contact Customer to schedule visits. If Customer unreachable for 30 days within the service window, that visit is forfeited (no refund or credit).

## 3. 21-Point Inspection (Each Visit)

### Cooling system (spring)
1. Inspect/clean outdoor condenser coil
2. Check refrigerant pressures and temperatures
3. Tighten electrical connections (recorded torque values)
4. Test capacitor (microfarad reading vs nameplate)
5. Inspect contactor for pitting
6. Verify compressor amp draw matches RLA
7. Clear condensate drain (flush with appropriate cleaner)
8. Test condensate float / safety switch
9. Inspect blower motor and belt (if applicable)
10. Lubricate motors with oil ports
11. Calibrate thermostat (verify accuracy ±1°F)
12. Test temperature differential at supply registers

### Heating system (fall)
13. Clean/inspect burners
14. Visually check heat exchanger (combustion analyzer test when available)
15. Verify flue draft and venting
16. Measure CO in flue gases (recorded reading)
17. Check gas pressure (manifold + inlet)
18. Test safety controls (high limit, rollout, flame sensor)
19. Clean flame sensor (if accessible)
20. Replace air filter (standard size up to 20×25×1 included)
21. Verify thermostat operation in heating mode

**Written report** delivered after each visit with photos, readings, and recommendations.

## 4. Member Benefits

Beyond annual maintenance:

✓ **15-25% off repair labor** (per plan tier)
✓ **10-20% off parts**
✓ **Priority scheduling** (within 24-48 hrs vs standard 5-7 days)
✓ **Waived diagnostic fees** on covered systems
✓ **No after-hours emergency surcharge** (Platinum tier only)
✓ **2 lbs refrigerant per year covered** (Platinum tier)
✓ **Free filter inspection** at each visit
✓ **Annual humidifier check** (if equipped)
✓ **Transferable to new home owner** (if you sell)

## 5. NOT Included

❌ Major component replacement (compressors, heat exchangers, motors, control boards)
❌ Refrigerant beyond Platinum tier limit
❌ Indoor air quality additions (humidifiers, UV lights, electronic air cleaners)
❌ Custom or 4-inch media filters (standard filters included)
❌ Duct cleaning (offered at member discount)
❌ Duct repair or modifications
❌ Damage from:
  - Customer modifications
  - Power surges or lightning (recommend whole-house SPD)
  - Animal infestation
  - Flooding
  - Lack of customer-side maintenance (clogged filters causing strain)

## 6. Pricing

**Annual fee:** $_____

**Payment options:**
- ☐ Annual lump sum (10% discount)
- ☐ Quarterly (4 × $_____)
- ☐ Monthly (12 × $_____, auto-pay required, 3% admin fee)

**Multi-year prepay discount:**
- 2 years: 5% off
- 3 years: 10% off

## 7. Payment

**Methods accepted:** ACH, check, credit card (3% surcharge), online portal

**Past-due policy:**
- 30 days past due: 1.5% monthly finance charge
- 60 days past due: services may be suspended
- 90 days past due: account in collections, reinstatement fee $50

## 8. Term, Renewal & Cancellation

**Initial term:** 12 months from Effective Date
**Auto-renewal:** Yes, with 60 days written notice of price change (if any)
**Cancellation:**
- Customer-initiated:
  - First 30 days: full refund of unused contract value
  - After 30 days: pro-rated refund minus services completed
  - No refund for forfeited visits (customer failed to schedule)
- Provider-initiated: 30 days notice with pro-rated refund

## 9. Provider Responsibilities

Provider commits to:
- NATE-certified or equivalent technicians
- Background-checked, drug-tested personnel
- Detailed written reports with photos
- Proof of insurance on request
- 2-hour arrival window with day-before confirmation
- Communication during business hours

## 10. Customer Responsibilities

Customer agrees to:
- Provide reasonable access to all covered equipment
- Maintain unobstructed clearance around equipment
- Replace filters monthly (or weekly if construction/pets) — when filter service not included in tier
- Keep registers and returns unblocked
- Notify Provider promptly of system issues between visits
- Not allow unauthorized work on covered systems

## 11. Refrigerant & EPA Compliance

All refrigerant handled per EPA Section 608.

- R-410A: Covered up to 2 lbs/year (Platinum tier only)
- R-22: NOT covered (phased out; replacement cost is full retail)
- R-454B: Covered (new low-GWP refrigerant)

When R-22 system requires refrigerant:
- Provider will recover, recycle, dispose per regulations
- Recommend system replacement to R-410A or R-454B compatible
- Refrigerant charged at prevailing market rate (not subject to tier discount)

## 12. Limitations of Liability

**Total liability under this contract** limited to annual contract fee.

Provider NOT liable for:
- Acts of God (lightning, flood, ice damage)
- Damage from voltage fluctuations
- Mold or moisture damage (separately addressed by mold remediation services)
- Business interruption, lost rent, alternative housing
- Damage to customer-owned property NOT being serviced
- Claims by third parties

Customer is encouraged to maintain homeowner's insurance covering equipment failure consequences.

## 13. Modifications

Any changes to this contract must be in writing, signed by both parties.

**Governing law:** State of _______________
**Dispute resolution:** Both parties agree to attempt direct resolution before mediation/litigation.

## 14. Signatures

**Customer:**
Signature: _______________________________ Date: __________
Printed: _______________________________
Tier selected: ☐ Silver  ☐ Gold  ☐ Platinum

**Provider:**
Signature: _______________________________ Date: __________
Title: _______________

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## Quick Reference

| | |
|---|---|
| Emergency line (24/7) | [phone] |
| Schedule maintenance | [phone] or [website]/schedule |
| Your account # | _______________ |
| Tier | _______________ |
| Renewal date | _______________ |
| Account questions | [email] |

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*Provider is a member of [ACCA/RSES/NATE/other]. Technicians NATE certified in [specialties].*
*Refer a neighbor and receive $25 credit on next service.*