Free HVAC Service Agreement Template (With Tune-Up Checklists)

In July you are turning away work. In October the phone goes quiet and you are staring at the truck payment wondering where everyone went. Every small HVAC shop lives on that rollercoaster, and the way out is not a marketing trick. It is a service agreement: the customer pays a set amount per year, you show up twice to tune their system, and they call you first when something breaks.

This page has the paperwork: a free copy-paste service agreement template, the cooling and heating tune-up checklists that go with it, and a plain-English walkthrough of what goes in the agreement and why each clause is there.

What a service agreement is, in plain terms

A service agreement (also called a maintenance agreement or maintenance plan) is a simple recurring deal:

• The customer pays a fixed price per year, or per month if you offer it.
• You perform two scheduled tune-up visits: one before cooling season, one before heating season.
• The customer gets perks: priority scheduling, a discount on repairs, no after-hours surcharge.

That is the entire product. What it does for your business is bigger than it looks:

1. Revenue you can predict. Agreement money comes in whether the weather cooperates or not, and you schedule the tune-ups yourself, which means you can point them at your slow weeks instead of your busy ones.
2. The first-call advantage. When an agreement customer’s system dies on a Saturday in August, they do not get three quotes. They call you. And when that 18-year-old condenser finally needs replacing, you are the one standing in the basement writing the estimate.
3. A business that is worth something. If you ever sell the company, a list of customers on recurring agreements is the part a buyer actually pays for. A pile of one-off invoices is not.

Why customers say yes

Customers are not buying two tune-ups. They are buying the right to stop thinking about their HVAC system. The honest benefits you can promise:

• Fewer surprise breakdowns. Tune-ups catch weak capacitors, dirty coils, and clogged drain lines before they turn into a 9pm no-cool call.
• Warranty protection. Most manufacturer warranties require documented annual maintenance. The completed checklist from each visit is that documentation.
• Priority scheduling. When it is 98 degrees and you are booked three days out, agreement customers go to the front of the line.
• A known number. One predictable charge instead of two separate tune-up invoices.

One warning: do not overpromise in the document. If the agreement reads like “your system will never break down,” you will eat that promise in August. Promise fewer surprises, not zero surprises.

What each visit includes: the tune-up checklist

Put this on the truck and leave a completed copy with the customer after every visit. The filled-out checklist is the product. It turns an invisible service into something the customer can hold.

Cooling-season visit:

• Replace or wash the air filter
• Clean the condenser coil
• Check refrigerant pressures
• Test the capacitor and contactor
• Flush the condensate drain line and check the pan
• Check blower wheel condition and motor amp draw
• Tighten electrical connections
• Verify thermostat calibration
• Measure supply and return temperature split
• Inspect ductwork connections at the air handler

Heating-season visit:

• Replace or wash the air filter
• Inspect the heat exchanger for cracks
• Test the ignition system and flame sensor
• Check gas pressure and connections for leaks
• Test carbon monoxide levels at the registers
• Check the inducer motor and pressure switch
• Tighten electrical connections
• Test safety switches and limit controls
• Run a full thermostat heating cycle
• Inspect the flue for blockage or corrosion

Adjust for what you actually service (heat pumps, oil, mini splits), but keep it to one page. A checklist nobody fills out is worse than no checklist.

Free HVAC service agreement template

Copy this into Google Docs or Word, fill in the brackets, and it is ready to send. The agreement promises work “per the attached checklist,” and that means the cooling and heating checklists from the section above: copy them onto a second page, and have the tech fill one out at each visit, because the completed copy is the customer’s maintenance record. One honest caveat: this is a starting point, not legal advice. Some states have specific requirements for service contracts (cancellation rights, license numbers on the document, deposit rules), so have someone local read it once before you send it to customers.

[BUSINESS NAME]
License #[NUMBER] · [PHONE] · [EMAIL]

RESIDENTIAL HVAC SERVICE AGREEMENT

Customer: [Name]
Service address: [Address]
Agreement #: [SA-0001]
Start date: [DATE]     Term: 12 months
Price: $[XXX] per year, due at signing

WHAT'S INCLUDED
1. Two (2) scheduled maintenance visits per year:
   one cooling-season tune-up and one heating-season
   tune-up, performed per the attached checklist.
2. Priority scheduling ahead of non-agreement calls.
3. [XX]% discount on repair labor and parts during
   the term.
4. No after-hours surcharge on emergency calls
   during the term.

WHAT'S NOT INCLUDED
- Repairs and parts (billed separately at the
  discounted rate above)
- Refrigerant (billed separately at the
  discounted rate above)
- Equipment replacement
- Any system not listed under Covered Equipment

COVERED EQUIPMENT
[Brand, model, serial number, location.
One line per system.]

SCHEDULING
We will contact you to schedule each visit. If we
cannot reach you after [3] documented attempts, that
season's visit is forfeited and is not refunded.

RENEWAL AND CANCELLATION
This agreement renews for another 12-month term
unless either party cancels in writing before the
renewal date. The customer may cancel at any time.
Refunds: [full refund if no visits used; no refund
after a visit has been performed].

Accepted by:

_______________________     _______________
[Customer name]              Date

_______________________     _______________
[Your name], [BUSINESS]      Date

Three clauses in there earn their keep, so do not delete them:

• The scheduling clause. Without it, you spend February chasing customers who will not call you back, and then arguing about refunds. Three documented attempts, then the visit is forfeited. Fair to both sides.
• The refrigerant exclusion. One leaky system can drink the whole year’s margin in refrigerant. Keep it out of the plan, bill it by the pound at the discounted rate, and quote the leak repair as its own job.
• The covered equipment list. The plan covers the systems on the list. Otherwise the plan quietly grows to include the garage unit, the rental property, and the mother-in-law’s condo.

Running agreements without dropping the ball

Here is the failure mode nobody warns you about: you sell 40 agreements in the spring, the fall gets busy, and you blow past half the heating visits. Now you owe refunds and apologies to your 40 best customers. The paper was never the hard part. The follow-through is.

Whatever you run your plans on needs to answer three questions at a glance: who is on a plan, when is their next visit due, and have they paid? For the visit schedule, a calendar or a one-page spreadsheet genuinely works. Keep it wherever you track your jobs today.

The money side is where Tiko picks it up. Every agreement customer’s record, estimates, and invoices live in one place. The annual renewal goes out as a portal link the customer pays by card from their phone, and when one sits unpaid, you tell Tiko to send a reminder and it drafts the email with the payment link for you to approve before anything goes out. When a tune-up turns up a failing blower motor, you tell Tiko in plain English to draft the repair estimate and the customer signs it on their phone at the discounted rate. Turn on auto-convert and the signed estimate becomes an invoice the moment they sign; leave it off and you convert it yourself when you are ready to bill. The base plan is $29.99 a month, and each extra seat for a tech or office help is $14.99.

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Not ready for software? The template above works with a printer and a folder. When you outgrow the folder, come back.

Related reading

• How to Write an HVAC Estimate (With a Free Template), because every tune-up that finds a problem becomes an estimate, and clear estimates get signed.
• Get Paid Faster as an HVAC Contractor, because an agreement invoice that sits unpaid for 60 days defeats the whole point of predictable revenue.

A service agreement is the rare thing in this trade that gets easier after you build it once. Fill in the template this week, put the checklists on the truck, and start offering it. Even two signups is the start of the only revenue you will ever fully control.