Hvac maintenance contract template

This a hvac maintenance contract template sample that you can use free of charge. You can copy and paste it into Microsoft Word or Google Docs and edit as you like.

HVAC Maintenance Contract

This HVAC Maintenance Contract (the "Contract") is entered into on ________________________ [Date] by and between:

HVAC service provider: ________________________ [Company Name] located at ________________________ [Company Address] (the "Provider").
Client: ________________________ [Client Name] located at ________________________ [Client Address] (the "Client").

1. Scope of Services

The Provider agrees to provide HVAC maintenance services to the Client as outlined below:

1. Service Description

The Provider shall perform HVAC maintenance services at the Client's premises located at ________________________ [Service Address] on ________________________ [Days of the Week], between the hours of ________________________ [Start Time] and ________________________ [End Time].

2. Services Included

The HVAC maintenance services shall include but are not limited to:

________________________ [Inspection of heating and cooling systems]
________________________ [Filter replacement]
________________________ [Thermostat calibration and testing]
________________________ [Checking refrigerant levels]
________________________ [Cleaning condenser and evaporator coils]
________________________ [Lubricating moving parts]
________________________ [Testing electrical connections]
________________________ [Other HVAC tasks as agreed upon by both parties]

3. Frequency

The services shall be performed ________________________ [Frequency] per ________________________ [Week/Month/Quarter/Year].

2. Terms of Contract

This Contract shall commence on ________________________ [Start Date] and shall continue for an initial term of ________________________ [Number] months/years, unless terminated earlier as provided herein.
After the initial term, this Contract shall automatically renew for successive periods of ________________________ [Number] months/years, unless either party provides written notice of termination at least ________________________ [Number] days prior to the expiration of the then-current term.

3. Payment Terms

The Client agrees to pay the Provider a total sum of $________________________ [Amount] per ________________________ [Frequency] for the HVAC maintenance services rendered.
Payment shall be made ________________________ [Payment Method] within ________________________ [Number] days of receipt of invoice.
Late payments shall incur a late fee of ________________________ [Late Fee Amount] for each week the payment is overdue.

4. Termination

Either party may terminate this Contract by providing written notice to the other party ________________________ [Number] days prior to the intended termination date.
In the event of termination, the Client shall pay for all services rendered up to the termination date.

5. Force Majeure

Neither party shall be liable for any failure or delay in performing their obligations under this Contract if such failure or delay is due to circumstances beyond their reasonable control, including but not limited to acts of God, war, terrorism, civil unrest, government action, fire, flood, or natural disasters.

6. Confidentiality

Both parties agree to maintain the confidentiality of any proprietary or sensitive information disclosed during the course of this Contract.

7. Governing Law and Jurisdiction

This Contract shall be governed by and construed in accordance with the laws of ________________________ [Your State or Country]. Any disputes arising out of or in connection with this Contract shall be resolved exclusively by the courts of ________________________ [Your State or County].

8. Entire Agreement

This Contract constitutes the entire agreement between the parties and supersedes all prior agreements, understandings, and negotiations, whether written or oral.

IN WITNESS WHEREOF, the parties hereto have executed this Contract as of the date first above written.

Provider
Signature: ________________________ [Signature]
Name and title: ________________________ [Name and Title]
Date: ________________________ [Date]

Client
Signature: ________________________ [Signature]
Name and title: ________________________ [Name]
Date: ________________________ [Date]

Sign documents for free

No signup required

What's an HVAC Maintenance Contract?

An HVAC maintenance contract is a legal agreement between a client and a professional HVAC service provider outlining the terms and conditions for maintaining heating, ventilation, and air conditioning systems. These contracts ensure that systems are regularly inspected, serviced, and kept in optimal working condition. In this article, we'll explore the essential components of an HVAC maintenance contract, its benefits, and important considerations for both parties involved.

1. Definition and Scope

An HVAC maintenance contract clearly defines the scope of work to be performed, including routine inspections, filter replacements, cleaning, lubrication, testing, and emergency repair services. The contract may also specify the equipment covered, such as furnaces, air conditioners, heat pumps, or ventilation systems.

2. Parties Involved

The contract identifies the parties involved:

Client: The homeowner, property manager, or business owner seeking HVAC maintenance.
Service Provider: The HVAC contractor or company responsible for carrying out the services.

It includes names, addresses, and contact information for both parties to ensure clarity and proper communication.

3. Terms and Conditions

The terms and conditions section sets out:

Payment schedules and pricing details.
Service call response times.
Cancellation and renewal policies.
Penalties or remedies for breaches of contract.
Responsibilities for parts, labor, and warranties.

This section ensures both parties understand their obligations and rights throughout the contract period.

4. Duration and Renewal

The contract specifies whether the agreement is:

Short-term: Covering seasonal maintenance or a single annual visit.
Long-term: Covering multiple years with periodic servicing.

Provisions for renewal, renegotiation, or termination are also included, offering flexibility for both parties.

5. Service Specifications

Service specifications list:

The maintenance schedule (e.g., quarterly, biannual, or annual).
Checklists for inspections and tune-ups.
Emergency service procedures.
Preferred parts, tools, or brands, if applicable.

Defining these details ensures a consistent standard of service and reduces misunderstandings.

6. Legal Compliance

An HVAC maintenance contract must comply with local, state, or federal laws regarding:

Safety and environmental regulations.
Licensing requirements for HVAC contractors.
Energy efficiency and emissions standards.

Compliance protects both the client and the provider from legal disputes.

7. Confidentiality and Privacy

If the provider gains access to sensitive business or residential information while on-site, confidentiality clauses protect the client's privacy and ensure professional conduct at all times.

Conclusion

An HVAC maintenance contract is essential for protecting heating and cooling investments, ensuring system efficiency, and minimizing costly repairs. By clearly outlining responsibilities, payment terms, service schedules, and legal protections, these contracts create a structured and professional relationship between clients and service providers. Whether you're a homeowner or a business, having a well-drafted HVAC maintenance contract offers peace of mind and long-term reliability for your HVAC systems.