"Hvac Service Contract Template"

What Is an HVAC Service Contract?

An HVAC Service Contract is a legal agreement upon which a contractor (a service company) must deliver a wide range of services dedicated to maintaining the heating and air-conditioning system of a customer during a certain period of time, while a customer must pay for the services delivered.

Alternative Names:

  • HVAC Service Agreement;
  • HVAC Maintenance Contract.

The purpose of the Commercial HVAC Service Contract is to make sure that the equipment will stay in working condition and routine maintenance will be delivered to the equipment, such as cleaning, changing filters, and other preventive measures. Usually, before signing the contract, the service company schedules a checkup, when a technician evaluates the condition of the equipment.

A ready-made HVAC Service Agreement Template can be downloaded through the link below. Alternatively, you can make your own agreement with our online form builder.

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How to Make an HVAC Service Contract?

When making an HVAC Service Contract, in order to clarify all the terms and conditions, it is necessary to include the following information:

  1. Names of the contract parties and their addresses.
  2. The contract period. The period of time during which the maintenance services will be delivered.
  3. List of maintenance services. Usually, service companies offer packages (or plans) that include a different range of options such as, the frequency of service visits (weekly, monthly, etc.), cleaning and adjusting services, priority visits, and other options that influence the service fee. The smaller the range of options, the lower the price.
  4. Service fee. An important aspect which needs a lot of attention is how often should it be paid, what is included in the service fee and what is not, the consequences of paying late, etc.
  5. Services that are not included with maintenance under the HVAC Service Contract. Contracts that regulate routine maintenance generally do not include repair or replacement service parts. Under the agreement of both parties, this option can be included but it most certainly will lead to a rise in price. Having a list of services that are included in the contract and/or a list of services that are not included in the contract will help keep the contract transparent and avoid any misunderstandings.
  6. Equipment. This part of the contract describes the equipment covered by the contract and the condition of the equipment. In order to avoid any confusion, the equipment must be described thoroughly, stating the serial number, year of production, and other identifying information. If the equipment is not new, then all faults (defects) must be stated as well.
  7. Contract termination terms. Contracts can be canceled in one of three ways:
    • Mutual agreement. When both sides decide to end the contract;
    • After one party provides a written 30 days notice to another party. A general rule;
    • A breach of contract occurs. When one of the parties breaches the contract, another one has the right to terminate it.
  8. Signatures. This important part of the contract shows the willingness of the parties to enter the agreement and follow it.

Signing an HVAC Service Contract ensures that all maintenance services are delivered to you by qualified technicians on terms you have agreed to. While increasing the life expectancy of the equipment, it also guarantees the contractor that their services will be in demand during an inactive period - a period of time when customers tend not to use air conditioning or use it less.


Related Forms and Templates:

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Download "Hvac Service Contract Template"

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HVAC Service Contract
This ​ H VAC Service Contract ​ ( hereinafter referred to as the “Agreement”) is entered
into as of ____________________ by and between ___________________________,
with a mailing address of ________________________________________________
__________________________________ (hereinafter referred to as the “Client”) and
___________________________, with a mailing address of ____________________
______________________________________ (hereinafter referred to as the “HVAC
Provider”), collectively referred to as the “Parties”, both of whom agree to be bound
by this Agreement.
NOW, THEREFORE, FOR AND IN CONSIDERATION of the mutual
promises and agreements contained herein, the Client hires the HVAC Provider
to work under the terms and conditions hereby agreed upon by the Parties:
1. Services. ​ T he Client wishes to obtain the HVAC Provider’s services to perform the
following work:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
___________________________________ (hereinafter referred to as the “Services”).
The HVAC Provider shall provide, while providing the Services, that they shall
comply with the policies, standards, and regulations of the Client, including local,
State, and Federal laws and to the best of their abilities.
2. Payment Amount. ​ T he Client agrees to pay the HVAC Provider the following
compensation for the Services performed under this Agreement:
❏ Per hour at a rate of $_________________
❏ A flat rate of $_________________
❏ Other (_________________________________________________________)
The Client shall pay the HVAC Provider:
❏ After Each Services Request
HVAC Service Contract
This ​ H VAC Service Contract ​ ( hereinafter referred to as the “Agreement”) is entered
into as of ____________________ by and between ___________________________,
with a mailing address of ________________________________________________
__________________________________ (hereinafter referred to as the “Client”) and
___________________________, with a mailing address of ____________________
______________________________________ (hereinafter referred to as the “HVAC
Provider”), collectively referred to as the “Parties”, both of whom agree to be bound
by this Agreement.
NOW, THEREFORE, FOR AND IN CONSIDERATION of the mutual
promises and agreements contained herein, the Client hires the HVAC Provider
to work under the terms and conditions hereby agreed upon by the Parties:
1. Services. ​ T he Client wishes to obtain the HVAC Provider’s services to perform the
following work:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
___________________________________ (hereinafter referred to as the “Services”).
The HVAC Provider shall provide, while providing the Services, that they shall
comply with the policies, standards, and regulations of the Client, including local,
State, and Federal laws and to the best of their abilities.
2. Payment Amount. ​ T he Client agrees to pay the HVAC Provider the following
compensation for the Services performed under this Agreement:
❏ Per hour at a rate of $_________________
❏ A flat rate of $_________________
❏ Other (_________________________________________________________)
The Client shall pay the HVAC Provider:
❏ After Each Services Request
❏ Daily
❏ Weekly
❏ Bi-Weekly
❏ Monthly
❏ Other (_________________________________________________________)
3. Inspection of Services. Any Compensation shall be subject to the Client inspecting
the completed Services of the HVAC Provider. If any of the Services performed by
the HVAC Provider pursuant to this Agreement are defective or incomplete, the Client
shall have the right to notify the HVAC Provider, at which time the HVAC Provider
shall promptly correct such work within a reasonable time.
4. Return of Property. ​ U pon the termination of this Agreement, all property provided
by the Client, including, but not limited to, cleaning supplies, uniforms, equipment,
and any other items must be returned by the HVAC Provider. Failure to do so may
result in a delay in any final payment made by the Client.
5. Time is of the Essence. ​ T he ​ H VAC Provider acknowledges that time is of the
essence in regard to the performance of all Services.
6. Confidentiality. ​ T he ​ H VAC Provider acknowledges and agrees that all financial
and accounting records, lists of property owned by Client, including amounts paid,
therefore, client and customer lists, and any other data and information related to the
Client’s business is confidential. Therefore, except for disclosures required to be made
to advance the business of the Client and information which is a matter of public
record, HVAC Provider shall not, during the term of this Agreement or after its
termination, disclose that information for the benefit of the HVAC Provider or any
other person, except with the prior written consent of the Client.
7. Legal Fees. In the event of a dispute resulting in legal action, the successful party
will be entitled to its legal fees, including, but not limited to its attorneys’ fees,
collection fees and the like.
8. Governing Law and Jurisdiction. ​ T he Parties agree that this Agreement shall be
governed by _______________________ law.
S tate
9. Entire Agreement. ​ T he Parties acknowledge and agree that this Agreement
represents the entire agreement between the Parties. If the Parties desire to change,
add, or otherwise modify any terms, they shall do so in writing to be signed by both
parties.
The Parties agree to the terms and conditions set forth above as demonstrated by their
signatures as follows:
HVAC PROVIDER
CLIENT
Name: ______________________
Name: ______________________
Signed: _____________________
Signed: _____________________
Date: _______________________
Date: _______________________
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