An HVAC service agreement is a written contract in which a contractor provides scheduled maintenance and defined benefits to a customer for a set term and price. A good agreement states exactly what is covered, what is not, how often the visits happen and how either side can end it. Those details prevent most of the disputes these plans create.
United HVAC Motors: Remanufactured Genteq ECM Blower Motors
30,000+ programmed motors in stock with Same Day Processing, Free 1-2 day shipping and a 2-Year Replacement Warranty. HVAC businesses get trade pricing with no minimum order.
Key Takeaways
- Define the scope by listing tasks, not by using general words like "tune-up."
- State the exclusions as clearly as the benefits.
- Set the term, renewal method, price and cancellation rules in writing.
- Check your state's rules on automatic renewals and service contracts before you use a template.
- Schedule visits in the shoulder seasons so the plan fills slow weeks.
What an HVAC Service Agreement Should Include
| Section | What to State |
|---|---|
| Parties and location | Customer, service address, contractor license number |
| Equipment covered | Make, model, serial number and location of each unit |
| Scope of work | A task checklist for each visit type |
| Visit schedule | Number of visits per year and the season for each |
| Member benefits | Discounts, priority scheduling, waived diagnostic fees |
| Exclusions | Parts, refrigerant, ductwork, existing defects, code upgrades |
| Price and billing | Amount, schedule, payment method, what happens on a failed payment |
| Term and renewal | Start date, length and how renewal works |
| Cancellation | Notice period and how refunds are calculated |
| Liability and access | Limits of liability and the customer's duty to provide access |
ACHR News has reported that, at a minimum, homeowners expect a maintenance agreement to include two service visits per year: one before cooling season and one before heating season.
Are you an HVAC company?
Save big with our B2B program: trade pricing on 30,000+ remanufactured Genteq motors, same-day processing and a 2-year warranty.
A Starting Template
Adapt this language to your business and have an attorney in your state review it before you use it with customers.
Maintenance Agreement. [Company], license no. [number], agrees to perform the maintenance listed in Schedule A on the equipment listed in Schedule B at [service address].
Visits. Company will perform [two] scheduled visits during each [12]-month term, one before the cooling season and one before the heating season.
Benefits. During the term, Customer receives [priority scheduling], [waived diagnostic fee during regular hours] and [percentage] off repairs.
Exclusions. This Agreement does not cover parts, refrigerant, repairs, ductwork, pre-existing conditions, code-required upgrades or damage from misuse or power events unless stated in writing.
Price. Customer will pay $[amount] [annually / monthly] by [method].
Term and Renewal. This Agreement begins on [date] and runs for [12] months. [State the renewal method and required notices.]
Cancellation. Either party may cancel with [30] days' written notice. Refunds are calculated as [method].
Liability. [Insert limitation of liability approved by your attorney.]
Signed: Customer ________ Date ______ Company ________ Date ______
Write a Scope Technicians Can Follow
The scope is what the customer is paying for, so list tasks in plain language. A typical heating visit might include checking filters, inspecting the burners and heat exchanger, testing safety controls, measuring temperature rise and checking the blower motor and wheel. A typical cooling visit might cover the coils, condensate drain, electrical connections, capacitors and refrigerant circuit checks. Anyone handling refrigerant needs EPA Section 608 certification.
Have the tech record readings at every visit. Those records show the customer what they paid for and flag parts that are wearing out, such as a blower motor drawing more current than it did last season. Our guide on how to test an ECM blower motor covers the checks when a reading looks wrong.
Price the Plan From Your Costs
Add up the labor for each visit at your real cost per billable hour, the materials included and the value of any discounts you are promising. The same math used in flat rate pricing applies here. A plan that loses money on every visit only pays off if it reliably produces profitable repair work, so track that instead of assuming it.
Where Service Agreements Cause Problems
- Automatic renewals. Some states regulate them closely. Confirm notice and consent rules first.
- Vague coverage. "Covers your system" invites a dispute the first time a major part fails.
- Too many members for your capacity. Do not sell more visits than your team can complete in the promised window.
- Calling it a warranty. Some states regulate service contracts that promise repairs or replacements, so keep maintenance plans and repair coverage clearly separate and ask your attorney which rules apply.
Connect the Agreement to Your Operations
Service agreements put predictable work into the slow months, which is why they matter when you are running an HVAC business. When a member's motor does fail, speed matters more than ever: a business account with United HVAC Motors offers trade pricing on remanufactured Genteq ECM motors with Same Day Processing, and each motor carries a 2-Year Replacement Warranty.
FAQs
What is an HVAC service agreement?
It is a contract in which a contractor provides scheduled maintenance and defined benefits for a set term and price.
How many visits should an HVAC maintenance agreement include?
Two visits per year is the common minimum: one before the cooling season and one before the heating season.
What is usually excluded from a service agreement?
Parts, refrigerant, ductwork, pre-existing conditions and code-required upgrades are common exclusions, unless the agreement says otherwise.
Is an HVAC maintenance agreement the same as a warranty?
No. A maintenance agreement covers scheduled service. Repair coverage may fall under separate service contract rules in some states.
