The maintenance contract is the plan written down as a promise both sides can hold each other to. For a home it is a page; for a commercial site it is several pages plus an asset schedule. Either way it has to say what visits will happen, what will be done at each, how fast you will respond when something breaks, what the customer pays and when, what is not included, and how it renews. This page is for the owner of a US HVAC contracting business writing or reviewing the HVAC maintenance contract template, and it sets out what the commercial HVAC service agreement adds when the customer is a property manager rather than a homeowner. It is a contractor's working guide, not legal advice. The service agreement template on this site produces the document from your own terms.
Visits and tasks, by system
State the number of visits, the seasons they fall in, and the tasks performed at each, listed by system type: the cooling visit's tasks, the heating visit's tasks. A contract that says annual maintenance without a task list will be argued about at the first callback. The maintenance checklist tool on this site produces the task list per unit type that this clause should reference.
Response time and priority
Say what priority means: a response within a stated number of hours in season, ahead of non-agreement customers. Say what it does not mean: a guarantee of same-day repair when parts are not available. This clause sells the plan and it is the one most often over-promised.
Discounts, exclusions and what is found
State the repair discount and what it applies to: labor, parts, or both. State what the contract excludes: parts, refrigerant, repairs discovered during the visit, damage from misuse or lack of access. State that findings are quoted and performed only on approval. This is what stops the maintenance visit becoming a free repair.
Price, payment, term and renewal
The plan price, billed monthly or annually, the payment method, the term, and the renewal: automatic with notice, and the notice period for price changes. State what happens if the customer sells the property or cancels mid-term. A HVAC maintenance contract template without a renewal clause is a plan that expires by default.
The commercial HVAC maintenance agreement template
Add the asset schedule with every unit tagged and located, the tasks per asset type, the visit frequency per asset, the reporting after each visit, the purchase order and invoicing terms, insurance certificates, access and working hours, and the escalation contact. Commercial HVAC service agreement pricing is per asset, billed in advance, with repairs quoted separately against a PO. The document is longer because the customer's approval process needs each of those things stated.
Questions people ask about hvac maintenance contract
Can the plan brochure be the contract?
Only if it carries the clauses above and a signature. Most brochures do not, and the gap is where disputes live.
How long should a HVAC maintenance contract or a commercial HVAC service agreement run?
A year with automatic renewal and notice is standard for homes; commercial agreements often run one to three years with an annual price review.
Who should review the HVAC maintenance contract template?
Your attorney once, and you every year against the disputes and callbacks that arose. The template improves from the record.