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This HVAC service contract template can be used by contractors offering repairs or maintenance for heating, ventilation, and air conditioning systems. You use our free contract sample to confirm the frequency of your services, prices, scope, and other maintenance requirements. This contract ensures you’re the only company servicing the building’s HVAC systems.

HVAC Contract for Services

Image 1

Created by:

​[Sender.FirstName][Sender.LastName][Sender.Company]​

Prepared for:

​[Client.FirstName][Client.LastName]

​[Client.Company]​

HVAC is an abbreviation for Heating, Ventilation, and Air Conditioning. This HVAC contract template provides guidance to businesses or independent contractors tasked with maintaining and testing HVAC units by identifying the exact problem for repairs and by designating the frequency expected for maintenance.

​[Client.FirstName][Client.LastName]​

​

Name

​

​[Client.StreetAddress]​

​[Client.Email]​

Street

Email

​[Client.City], [Client.State], [Client.PostalCode]​

​[Client.Phone]​

City, State, Zip

Phone

Whereas the above-listed client wishes to retain [Sender.Company] for repairs or service to their HVAC system, and [Sender.Company] agrees to provide such services in return for payment from the Client, both parties hereby agree to the following terms of this HVAC contract:

Scope of Work

​[Sender.Company] shall perform the following repairs and/or maintenance to [Client.FirstName][Client.LastName]’s HVAC system:

Enter value

Payment

You must consider all possible costs when you add the payment details to this HVAC service agreement form. If there’s a fee or charge you haven’t listed, it leaves it open for your client to deny that payment. You may add line items, per-item costs, and discounts.

​[Client.FirstName][Client.LastName] agrees to pay [Sender.Company] the following sums, in accordance with the payment terms of this HVAC contract:

Name

Price

QTY

Subtotal

Item 1

Description of first item

$35.00

5

$175.00

Item 2

Description of second item

$55.00

1

$55.00

Item 3

Description of third item

$200.00

1

$200.00

Subtotal

$230.00

Discount

-$115.00

Tax

$23.00

Total

$138.00

When presenting your HVAC services to potential clients, our HVAC Proposal Template allows you to showcase your offerings in a structured and organized manner.

Legal Terms

This service agreement’s terms are brief and contain statements common to heating and cooling service contracts. You should always have a licensed attorney review legal terms before you use them in a binding contract for your business.

  1. ​[Sender.Company] agrees to perform only those services listed in the scope of work in this HVAC contract. Any additional work or materials will require an addendum, and will incur additional costs to [Client.FirstName][Client.LastName].

  2. ​[Client.FirstName][Client.LastName] agrees not to hold [Sender.Company] liable for loss or damage to any property, save for cases of [Sender.Company]’s willful misconduct or gross negligence.

  3. ​[Client.FirstName][Client.LastName] agrees to pay the full amount listed in this HVAC contract at the time that the listed services are performed.

  4. ​[Sender.Company] is considered an independent contractor under the scope of this HVAC contract.

  5. ​[Client.FirstName][Client.LastName] agrees to provide [Sender.Company]’s technicians with sufficient access to the property where services are being performed on the date that work is scheduled.

Contract Acceptance

By signing below, both [Sender.Company] and [Client.FirstName][Client.LastName] agree to enter into this HVAC contract with one another, to act in good faith in dealings with one another, and to uphold the terms of this contract in its entirety.

Once you’ve completed this free HVAC service agreement template, you can send it to your client to e-sign it, upon which it’s sent back to you. After adding your signature to the document, you can download and print your HVAC maintenance contract as a PDF and send a copy to the client for their files.

​[Sender.Company]

​

Signature
MM / DD / YYYY

​[Sender.FirstName]​[Sender.LastName]​

​[Client.Company]

​

Signature
MM / DD / YYYY

​[Client.FirstName]​[Client.LastName]​

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HVAC Contract FAQ

  • An HVAC contract or HVAC agreement is a document that regulates the relationship between a client and a contractor hired to install or maintain HVAC equipment. It is similar to any other contractor agreement and contains all the same items, adjusted for the specifics of the industry niche.

  • The HVAC maintenance contract should include the following:

    1. parties’ names and contact details

    2. scope of work

    3. cost breakdown or contractor rates

    4. conditions for contract termination

    5. contract duration.

    Other things can be included at the parties’ discretion.

  • PandaDoc provides a complete HVAC service contract template you can access for free after you create an account. Once your free account is open, you can customize any part of this template, which means you get an agreement for HVAC services within minutes. You can also use our tips to learn how to write your own contract or add to this one to personalize it more toward your company and clients.

Disclaimer

Materials (e.g. templates, educational articles, blog posts and informational content), made available through PandaDoc, including via any integrations, connectors, extensions, plugins, or third-party AI platforms (e.g. ChatGPT, Claude, or similar tools) are for general information purposes only and are provided "as is." These materials do not constitute legal, regulatory, or compliance advice and should not be construed as such. It is your responsibility to ensure materials meet your specific legal requirements. Consult a qualified attorney licensed in your jurisdiction before relying on these materials. PandaDoc disclaims all warranties, express or implied, including fitness for a particular purpose or non-infringement.

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HVAC Contract Template

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This HVAC contract template contains areas for scope of work, client details, pricing, and legal terms. It can be used by any contractor offering repairs.

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