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Free HVAC service agreement template
Lock in recurring maintenance revenue with a professional, written agreement. Fill it in, print it, or save as PDF. Built for 1–5 person HVAC shops that want predictable cash flow without paying a lawyer to draft a contract from scratch.
Quick answer
An HVAC service agreement is a written maintenance contract where the customer pays a recurring fee in exchange for scheduled tune-ups, priority service, and repair discounts. A complete agreement covers eight clauses: covered equipment, visits per year, tune-up scope, member benefits, exclusions, payment terms, term and auto-renewal, and cancellation. Residential single-system plans typically run $150–$300/year for two visits; light-commercial $400–$800/year per unit.
Your HVAC Company
SERVICE AGREEMENT
Customer
Plan summary
Covered equipment
What's included
Member benefits
Exclusions
Payment terms
Term, renewal & cancellation
Why every 1–5 person shop needs a maintenance plan
The shops that survive their first slow shoulder season aren't the ones with the best technicians — they're the ones with the most maintenance agreements on the books. A planned-service contract turns one-off calls into a predictable revenue base that pays the rent in March and October when the phones go quiet.
- • Recurring revenue — a typical residential plan is $200–$300/year per customer. 100 customers on plan = $20K–$30K of base revenue before a single repair.
- • First call advantage — plan customers call you when something breaks, not three competitors. Industry average attach rate on repairs is 60%+.
- • Smoother schedule — fill spring and fall with pre-booked tune-ups instead of cold-calling for work.
- • Higher business value — a book of recurring agreements is the single biggest multiplier when you eventually sell the shop.
What to include in an HVAC service agreement
The template above covers the eight clauses every maintenance contract needs. Skip any of these and you'll either argue with a customer six months in or leave money on the table:
- Covered equipment — make, model, serial. One plan per system, or list them all.
- Visits per year — most residential plans run two (spring cooling, fall heating).
- Tune-up scope — exactly what each visit includes so expectations match.
- Member benefits — priority scheduling, repair discount, no after-hours fee.
- Exclusions — be specific. Refrigerant, compressors, customer-supplied parts.
- Price & billing — annual or monthly, card on file, what happens on past-due.
- Term & auto-renewal — 12 months typical, automatic renewal unless cancelled.
- Cancellation policy — 30 days notice, unused visits non-refundable.
How to price an HVAC maintenance plan
Start with the loaded labor cost of one tune-up — typically 60–90 minutes of tech time plus a small parts allowance. Multiply by visits per year, add 25–40% margin, then sense-check against local market rates. Most successful shops land in these bands:
- • Residential single system — $150–$300/year for two visits.
- • Residential dual system — $250–$500/year for two visits.
- • Light commercial RTU — $400–$800/year per unit, quarterly visits.
The plan itself doesn't have to be your biggest profit center — the repair attach rate and customer retention are where the math really works.
When a spreadsheet stops working
You can run your first 10–20 maintenance plans out of a Google Sheet. Past that, you'll miss a renewal, forget to schedule a spring visit, or lose track of who's paid up. That's where a dedicated tool earns its keep.
Ratchly Pro includes a memberships module built for HVAC shops: it stores each plan, charges the card on file on the renewal date, auto-schedules included visits onto your calendar, and warns you when a customer's plan is about to lapse. No bookkeeping gymnastics required.
Frequently asked questions
- What is an HVAC service agreement?
- An HVAC service agreement (also called a maintenance plan or planned service contract) is a written agreement where the customer pays a recurring fee in exchange for scheduled tune-ups, priority service, and discounted repairs. It's the single best tool a small shop has to smooth out seasonal revenue.
- How much should I charge for an HVAC maintenance plan?
- Residential single-system plans typically run $150–$300 per year for two visits (spring + fall). Multi-system or light-commercial plans scale from $300–$800. Price it so each visit covers your loaded labor cost plus 25–40% margin; the recurring revenue and customer retention is where the real value sits.
- What should an HVAC service agreement include?
- At minimum: covered equipment (make/model/serial), number and timing of visits per year, what each visit includes, repair and after-hours discounts, payment terms, term length and auto-renewal, cancellation policy, and the parts/conditions specifically excluded (refrigerant, compressors, customer-supplied parts, etc.).
- Is this template legally binding?
- Once both parties sign, yes — a maintenance agreement is a normal service contract. That said, this template is a starting point. For commercial accounts, larger contract values, or unusual terms, have a local attorney review the final language for your state.
- How do I manage maintenance plans once I have more than a handful?
- A spreadsheet works for the first 10–20 customers. Past that, you'll miss renewals and forget to schedule visits. Ratchly Pro includes a memberships feature that tracks each plan, auto-bills the recurring fee, schedules the visits, and flags renewals — built specifically for 1–5 person HVAC shops.
Tired of tracking plans in a spreadsheet?
Ratchly Pro auto-bills memberships, schedules visits, and warns you before a plan lapses. Built for 1–5 tech residential HVAC shops.
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