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HVAC Service Agreement Template

Prepare a customized HVAC service agreement that provides security for property owners and HVAC technicians for maintenance, service, and repair jobs.

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Last Update March 15th, 2023


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What is an HVAC Contract

An HVAC contract is a legal document that creates a binding agreement between real estate owners and HVAC technicians to install or maintain the heating and cooling systems in a residential or commercial building. 

An HVAC contract can also be referred to as a:

  • HVAC Service Agreement

  • HVAC Maintenance Contract

These agreements require a technician to provide HVAC maintenance service, repairs, or HVAC installation jobs in the owner’s building or venue. 

They also set a reasonable expectation on the service fees provided to the technician and what work the contractor must perform, amongst other considerations.

What is an HVAC SYSTEM

The acronym HVAC stands for Heating, Ventilation, and Air Conditioning. 

An HVAC system, however, is an integrated climate control system that can be used to manage heating and refrigeration systems within residential and commercial buildings.

These integrated units are highly technical and can only be maintained by trained operatives

Therefore, an HVAC service contract can prove essential to retaining the services of an expert technician so these systems are installed properly and remain in the best working condition.

What Does an HVAC Technician Do

An HVAC technician manages the installation, maintenance, and repair of an HVAC system in a building. 

They are the ones responsible for tasks such as: 

  • Performing diagnostics

  • Installing new parts

  • Changing air filters and other replaceable components

  • Making emergency repairs

  • Ensuring the HVAC system meets safety standards

As this is a highly specialized role, having a trained technician under contract can save time and money for building owners and make sure maintenance is upheld.

Types of HVAC Contracts

Not all HVAC contracts are the same. Depending on the work needed by the owner of a building, they can be adjusted and customized to conform to specific conditions and jobs.

In most cases, businesses and individuals will prepare and use 2 specific types of HVAC contracts. 

1. HVAC maintenance agreements

Residential and commercial HVAC maintenance agreements are designed as long-term contracts to ensure the correct functioning and upkeep of an HVAC system in a building. 

Under these contracts, technicians will regularly inspect, repair, and replace parts as necessary on an ongoing basis.

2. HVAC installation contracts

When a new HVAC system needs to be installed, a shorter-term installation contract can be used to cover the work required. 

This can also include provisions of a maintenance contract too if required if the service and upkeep aren’t tendered out to another provider later.

How to Make an HVAC Contract

A bespoke HVAC contract can be easily made online or by paying a lawyer to draft it for you. 

However, no matter how you create yours, the final contract should include information on the:

  • Names of the client and technician

  • Address where the work will take place

  • Exact services that will be provided

  • Price of the service

  • Signatures and date of signing

These details are essential to make sure an HVAC agreement does what it’s intended to do and provides the provisions for each party.

If you want to get some extra help in preparing this agreement, remember our contract maker can provide the instructions and guidance you need to get all the right details on paper.

HVAC Contract Agreement Sample

It’s a good idea to look at an optimized and completed sample HVAC contract before starting your own. 

Use our example below to get a feel for the points to cover and details to include in your own customized agreement.

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Other Types of Service Contracts

You might be interested in other services as well. If so, use a service contract to formalize the service.

A service contract is designed to protect both the person providing and receiving the service. 

It adds security if the contact is terminated or terms aren’t respected.

Other types of service contracts that LawDistrict makes easy to create: 

FAQs About HVAC Contracts

An HVAC contract needs to be prepared carefully so no important provisions or services are missing when it is signed. To find out more about how these agreements work and must be prepared, check our FAQs below.

Are HVAC Service Contracts Worth It?

An HVAC service contract is a good fallback to have to prevent costly emergency repairs. HVAC problems can be hugely expensive and time-consuming to fix, especially if you need a technician urgently.

However, by having a technician under contract you’ll be able to ensure an HVAC system remains maintained and in good working order. This way, there are also no surprise labor costs or timeframes as all these details are decided upfront.

What does an HVAC service contract cover?

An HVAC service agreement generally covers the labor costs of maintaining or installing parts in a refrigeration and heating system. 

They, however, usually do not include the costs of individual parts. Technicians can sometimes offer a discount on components as part of the signed agreement.

What does HVAC service include?

HVAC service can include many different facets to the repair and maintenance of HVAC systems.

However, HVAC contracts will often cover services such as:

  • Filter replacement

  • Cleaning

  • Wiring checks

  • Control maintenance

  • Replacements and repairs

How much does an HVAC service contract cost?

An HVAC service contract will vary in price to prepare depending on where and how you write it. It can be created online for just a minimum cost. Alternatively, this task can be completed by a lawyer, which typically runs up higher expenses.

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