HVAC Service Contract: What to Include and How to Manage Them

1. Business information

Include your HVAC business information on the contract so your client knows how to get in touch with you. Your contact details should include:

• Your HVAC company name
• Name and position of the contact person
• Email address
• Telephone number
• Street address (if you have an office)

While it’s not necessary, you can also include additional contact details like your HVAC website URL. That way, if you ever sell the company, the client can find a way to contact the business.

2. Customer information

Include any information you may need to get in touch with your customer. This could include their:

• First and last name
• Email address
• Phone number
• Mailing address

If you’re writing a commercial HVAC service contract, you’ll also want to include:

• HVAC company name
• Business address
• Contact person name, email, and phone number

3. Property address

Provide the complete address for the service location, including:

• Street number
• Street name
• City/town
• State
• Zip or postal code

Putting together an HVAC service contract or proposal template can help you avoid the time-consuming process of creating one from scratch every time.

Just leave blank lines that you can fill out with your customer’s contact information and property address.

4. Maintenance schedule

Clearly state how many scheduled maintenance visits your customer can expect. For instance, your visits could be twice a year, or annually with check-ups scheduled every three months.

Include the date of the first visit if that’s been scheduled already, as well as a date for the end of the contract. This sets expectations for both your business and the customer.

Describe when the work will be completed and how it will be scheduled. If there are any service blackout dates (e.g., weekends, major holidays), note those in the contract.

Remember to schedule maintenance visits in Jobber, one of the industry’s favorite HVAC apps. You can manage your contracts, quoting, scheduling, invoicing, and payments all in one place.

Pro Tip: Set a reminder for yourself a few months before the contract ends. That way you’ll remember to renew the contract with the customer without any interruption in service.

5. Scope of services

List every furnace, AC unit, and other HVAC system that needs servicing, and describe the work you plan to perform during your scheduled maintenance visits. That way you can pick and choose which services to include in each contract.

Your complete list of HVAC services could include:

• HVAC equipment testing and inspections
• Tune-up and cleaning tasks
• Thermostat, temperature, humidity, and pressure checks
• Coolant, lubrication, and battery checks
• Furnace maintenance
• AC maintenance
• HVAC system installation and parts replacement
• Checking and rewiring electrical components
• Priority service and support
• Emergency service (on call, 24/7)
• Parts and labor for all of the above

If you sell multiple tiers of HVAC maintenance packages, include a line that lets you specify which package your customer has selected.

It’s also a good idea to address how you’ll deal with any work that doesn’t fit within the terms of the contract. For example, maybe you’ll change out furnace filters at no added cost.

This helps your client see the value of the contract—without feeling like their HVAC service provider is charging fees for every little thing.

And if your client wants a service you don’t offer? It’s better to say no and avoid the stress of providing a service you can’t specialize in.

6. Terms and conditions

Clarify any additional details about your service plan and guarantees, as well as your HVAC company’s insurance policy, payments, and termination policy.

Be sure to answer the following questions:

• What date does the contract start and end? When and how is it renewed? How much notice is required to terminate the HVAC contract? Are there fines for terminating early?
• How will you gain access to the property and to the client’s HVAC equipment?
• Will the client be able to inspect the work when it’s finished? What kind of documentation will you provide when the job is complete?
• Do you have an obligation to keep the property tidy and remove any trash or debris when you’re done working?
• What type of business insurance coverage do you have (workers’ compensation, liability insurance, etc.)?
• Is anything not covered by the contract (e.g., permitting fees, vehicle mileage, parts for certain types of HVAC repair jobs)?

7. Invoice schedule and payment terms

The payment terms of your HVAC maintenance contract should tell customers important information like:

• Payment amounts (including a healthy HVAC business profit margin)
• Payment due dates
• Penalties or fees for late payments
• What payment methods you accept (e.g., cash, check, online card payments, or mobile credit card payments in person)
• How and when you’ll send invoices

READ MORE: How to price HVAC jobs

8. Legal requirements

Depending on what state your service area is located in, you may have to include certain legal information in your HVAC contract. Double-check with your lawyer to see which items should be included:

• Definition of your working relationship as an independent HVAC contractor and service provider (not an employee of the client)
• Indemnification, limitation of liability, and force majeure in case of any losses or damage
• Arbitration in case of any disputes between your business and your client
• Declaration of which state laws govern the HVAC contract
• A non-disclosure agreement to ensure client confidentiality

9. Signature line

Leave a space at the end for both you and your customer to sign the contract, along with the date the contract was signed.

Speed up the process of getting signatures securely and legally by connecting Jobber with DocuSign. DocuSign automatically drafts an HVAC maintenance agreement when a quote is sent or approved, or when a job is created in your Jobber account.

When the template is ready, your HVAC contract will show up with blank fields. You can then drag and drop details from your Jobber account into your agreement—like your customer’s property address and the quoted price of each maintenance visit.

Your drafted agreement is linked within Jobber so you can easily edit and send the final agreement to your client through DocuSign.

1. Offer HVAC service contracts as add-ons to your estimates

There isn’t one HVAC maintenance plan that fits every customer. To meet the needs of multiple customers, create a few tiers of maintenance packages that offer different levels of services.

In Jobber, you can add optional line items to your HVAC estimate that let your customers choose between good, better, and best HVAC maintenance packages.

When a customer opens your interactive estimate, they can check off which routine HVAC maintenance plan they want:

After your customer selects a package, copy the included services onto your HVAC service agreement.

2. Set recurring visits easily

Once your customer has signed the HVAC service agreement, add their maintenance visits to an online calendar right away.

In Jobber, you can create a recurring job and choose how often your maintenance visits happen.

3. Assign the best crews for the job

Select one or multiple team members in Jobber to assign them to the maintenance job.

As soon as you assign an employee, they’ll get a notification that there’s a new visit in their schedule. They’ll be able to see it in their calendar in Jobber, too.

Need to reassign the job to a different team member? Not a problem—just uncheck the assigned employee and check off the new person who will be completing the work instead.

4. Help your crews access equipment details and checklists on-site

Improve your HVAC dispatching by equipping your techs with the right information before they head to the job. Your crews can quickly access service agreements and customer details in the Jobber mobile app.

You can even attach a digital HVAC inspection checklist so techs can check off tasks on their phones or tablets as they inspect the customer’s HVAC system.

Installation checklists ensure quality control and can be shared with your clients as proof that all the work has been done.

You can also use Jobber to store details about the customer’s HVAC equipment, including any special notes and images that an HVAC technician needs to review before heading to the property.

When a tech needs to access details about a service call, they can simply click on the visit in their Jobber calendar and see the original HVAC work order, notes, images, and other attachments.

5. Get paid on time

It’s hard to keep up with invoicing when you’re managing multiple customers with recurring visits. Be sure you get paid on time by invoicing fast, following up often, and making payment easy for customers.

Here’s how to do that:

• Charge customers automatically. Get permission from customers to securely save their cards on file, and Jobber will automatically charge them when the time is right. You can decide on your invoicing schedule the moment you create a recurring maintenance job in Jobber.

• Check your invoice statuses daily. A few times throughout your week, take a glance at your business dashboard to see how many drafted, outstanding, and past-due invoices you have.

• Follow up on overdue invoices. Instead of calling and emailing customers to chase down outstanding invoices, use Jobber to send your follow-ups automatically over email or text.
• Collect payment on the spot. Avoid chasing payments altogether by letting customers pay you by credit card at the property as soon as the job is done. The Jobber Card Reader lets you quickly and securely accept credit card payment in person with one tap.

When you use Jobber’s HVAC software to speed up your maintenance contract scheduling, dispatching, and payments, you’ll have more time to sell and service HVAC systems.