HVAC Service Contract Template

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# HVAC Service Maintenance Contract

**[Company Name]**
Licensed HVAC Contractor #[License] | EPA Certified | NATE Certified Technicians

This Service Maintenance Agreement ("Agreement") is entered into on _____________ ("Effective Date") between:

**Service Provider:** [Company Name], with principal address at _________________ ("Provider")

**Customer:** _________________________, located at _________________ ("Customer")

---

## 1. Equipment Covered

This agreement covers maintenance of the following HVAC equipment installed at the Customer's location:

| # | Equipment Type | Brand | Model # | Serial # | Year | Tonnage / BTU | Location |
|---|---|---|---|---|---|---|---|
| 1 | | | | | | | |
| 2 | | | | | | | |
| 3 | | | | | | | |

**System type(s):**
☐ Split-system central air conditioning
☐ Heat pump (air-source / geothermal)
☐ Packaged unit (gas-electric / heat pump)
☐ Furnace (gas / electric / oil)
☐ Mini-split / ductless system
☐ Boiler (hot water / steam)
☐ Other: _________________

Equipment not listed above is **not** covered under this agreement. Customer may request addendum to add additional equipment.

---

## 2. Service Tiers

Customer has elected: ☐ **Silver**  ☐ **Gold**  ☐ **Platinum**

### Silver Tier ($_____/year)

- 1 maintenance visit per year (spring or fall)
- 15% discount on repairs
- 10% discount on parts
- Priority scheduling (within 48 hrs vs standard 5-7 days)
- No diagnostic fee on first repair call per contract year

### Gold Tier ($_____/year) — Recommended

- 2 maintenance visits per year (1 spring AC tune-up, 1 fall heating tune-up)
- 20% discount on repairs
- 15% discount on parts
- Priority scheduling (within 24 hrs)
- No diagnostic fee on covered system repair calls
- 10% off duct cleaning
- Annual filter change included (standard 1" filters)

### Platinum Tier ($_____/year)

- 2 maintenance visits per year
- 25% discount on repairs
- 20% discount on parts
- Same-day or next-day service priority
- No diagnostic / dispatch fee on covered systems
- 20% off duct cleaning, IAQ products
- All standard filters included (custom sizes at cost)
- Refrigerant up to 2 lbs/year covered (R-410A; R-454B; not legacy R-22)
- Free annual humidifier / UV light inspection

---

## 3. What Maintenance Includes

Each scheduled tune-up includes the following 21-point inspection:

### Cooling System (spring visit)

1. Inspect & clean condenser coil
2. Check refrigerant pressure & temperature split
3. Inspect electrical connections; tighten as needed
4. Test capacitors (microfarad reading recorded)
5. Test contactor for pitting / wear
6. Inspect compressor amp draw
7. Clear condensate drain line (flush with vinegar)
8. Check & replace condensate float switch if present
9. Inspect blower motor & belt
10. Lubricate motors with oil ports
11. Calibrate thermostat
12. Test temperature differential across evaporator coil

### Heating System (fall visit)

13. Inspect & clean burners
14. Test for cracks in heat exchanger (visual + combustion analyzer if available)
15. Check flue draft & venting
16. Measure CO levels in flue gases
17. Inspect gas pressure (manifold + inlet)
18. Test safety controls (high limit, rollout switches, flame sensor)
19. Inspect & clean flame sensor (if applicable)
20. Replace air filter (sizes up to 20"×25"×1")
21. Verify thermostat operation in heating mode

**Written report provided after each visit** documenting findings, photos, recommendations, and recorded readings.

---

## 4. What's NOT Included

This agreement does **not** cover:

- Replacement of major components (compressors, heat exchangers, blower motors, control boards, coils)
- Refrigerant beyond tier limit (R-410A typically $80-150/lb, R-22 $250+/lb)
- Indoor air quality additions (humidifiers, UV lights, electronic air cleaners) unless specifically tiered
- Custom or oversize filter media (4-inch media, HEPA, electrostatic)
- Duct cleaning (offered at discount)
- Sheet metal modifications, duct repair, line set replacement
- Damage caused by:
  - Customer modifications or installations by other contractors
  - Power surges, lightning, voltage fluctuations
  - Animal infestation
  - Flooding, water damage
  - Lack of customer-side maintenance (clogged filters, blocked vents)
  - Improper voltage supply

---

## 5. Service Visit Schedule

**Spring tune-up (AC season):** Between March 15 – May 31
**Fall tune-up (heating season):** Between September 15 – November 30

Customer will be contacted by Provider to schedule each visit. If Customer is unreachable for 30 days within the service window, the visit is forfeited for that contract year (no refund).

**Standard visit time:** 60-90 minutes per system
**On-site arrival window:** Provider commits to 2-hour arrival window with day-before confirmation

---

## 6. Pricing & Payment

**Annual contract price:** $_______
**Discount for multi-year prepay:**
- 2 years prepaid: 5% off
- 3 years prepaid: 10% off

**Payment options:**
☐ Annual lump sum (due on contract start date)
☐ Quarterly ($_______ × 4)
☐ Monthly ($_______ × 12) — auto-pay required, 3% admin fee

**Payment methods:** ACH, check, credit card. Credit card payments add 3% processing fee.

**Past-due policy:** Service may be suspended if payment is more than 30 days past due. Reactivation requires payment in full plus $50 reinstatement fee.

---

## 7. Repair Service Calls

When a covered system needs repair between maintenance visits:

1. Call our service line at [phone] (24/7 for emergencies)
2. Diagnostic fee is **waived** for contract holders during normal business hours
3. After-hours emergency: $150 dispatch fee (waived for Platinum tier)
4. Parts and labor invoiced with applicable tier discount
5. Customer approval required before any repair exceeding $300
6. Estimated arrival times: see priority commitments in tier descriptions

---

## 8. Term & Renewal

**Initial term:** 12 months from Effective Date
**Auto-renewal:** This agreement renews annually on the anniversary date unless either party gives 30 days written notice of non-renewal.

**Pricing changes:** Provider may adjust annual pricing on renewal with 60 days written notice. Customer may cancel without penalty within 30 days of price change notification.

---

## 9. Cancellation

**Customer-initiated cancellation:**

- Within first 30 days: full refund of unused contract value
- After 30 days: pro-rated refund minus value of services already rendered (including the $___ value of any completed tune-up)
- No refund for forfeited visits (failure to schedule within window)

**Provider-initiated cancellation:**

Provider may cancel with 30 days notice and pro-rated refund. Provider may cancel immediately (without refund) if:
- Customer makes false statements about equipment age, history, or condition
- Customer's premises are unsafe (electrical hazards, infestation, hostility to technicians)
- Customer is more than 60 days past due on payment

---

## 10. Property Access & Customer Responsibilities

Customer agrees to:

- Provide reasonable access to all covered equipment during scheduled visits
- Maintain unobstructed clearance around equipment (minimum 24" recommended)
- Replace standard filters monthly (unless filter service is included in tier)
- Keep registers and return air grilles unblocked
- Notify Provider promptly of any system performance issues
- Not allow unauthorized work on covered systems by others

**Equipment damaged by third-party work is excluded from this agreement.**

---

## 11. Warranty Disclaimers & Liability

This agreement provides maintenance services. It is **not** an equipment warranty. Original manufacturer warranties remain in effect per their terms. Provider does not extend or modify manufacturer warranties.

Provider's liability under this agreement is limited to the annual contract value. Provider is not liable for consequential damages including but not limited to: lost rent, spoiled inventory, business interruption, alternative housing, mold growth, or claims by third parties.

---

## 12. Refrigerant & EPA Compliance

Provider complies with EPA Section 608 regulations for refrigerant handling. Where the system uses phased-out refrigerant (R-22), Provider will:

- Recover all refrigerant per EPA requirements
- Notify Customer of recommended system replacement options
- Charge prevailing market rate for R-22 (not subject to tier discount)
- Recommend transition to R-410A or R-454B compliant equipment

---

## 13. Photo Documentation

Provider will document each visit with:
- Photos of unit condition before/after service
- Recorded readings (refrigerant pressures, temperatures, electrical values)
- Photos of any abnormal conditions found
- Written report emailed within 24 hours of visit

Customer can request photo documentation history at any time.

---

## 14. Entire Agreement & Modifications

This document represents the entire agreement between Provider and Customer. Any modifications must be in writing, signed by both parties. Verbal agreements or representations not contained in this document have no force or effect.

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

---

## 15. Signatures

**Customer:**
Signature: ______________________________________ Date: __________
Printed name: ______________________________________
Title (if commercial): ______________________________________

**Provider:**
Signature: ______________________________________ Date: __________
Printed name: ______________________________________ Title: __________

---

## 16. Quick Reference

**Emergency service:** [phone] (24/7)
**Schedule maintenance:** [phone] or [email]
**Online portal:** [website]/customer-portal
**Account questions:** [email]
**Your account #:** _______________
**Your tier:** _______________
**Renewal date:** _______________

---

*This agreement does not replace professional advice. For complex commercial installations, retain a mechanical engineer. For warranty claims on equipment we did not install, contact the original installing contractor.*

*Provider is a member of [ACCA / NATE / RSES / other trade association]. Technicians are NATE certified in [specialties].*