What goes on an HVAC service agreement
Maintenance agreements are where this trade makes its money and everybody in it knows it. Two visits a year keeps the equipment inside its warranty and keeps you in front of the customer. What actually sells it is the third clause: what happens in a heatwave when everybody rings at once.
- Two visits a year, and roughly when — before cooling season and before heating
- What each visit includes, task by task, rather than “a full service”
- Priority response in peak season, stated as a timeframe
- The discount on parts and labor for work outside the visits
- Whether the diagnostic fee is waived for members
- Filters: supplied, fitted, or the customer’s job
- Price per month or per year, the term, and the notice to cancel
The sample line items and example prices this sheet opens with are on the HVAC invoice template — the same table, which is about the trade rather than about this paper, so it lives in one place rather than on all six.
What you get
A PDF, and a link your customer can open in any browser. Word and Excel versions are not available yet — if a spreadsheet is what you need, this is not yet the tool for it, and saying so is cheaper for both of us than you finding out after typing everything in.
Pick how it looks
Six looks, from a plain classic sheet through a bold top band to a shop ticket, and your initials go on automatically until you upload a logo. See all six.
How to send it
Most customers want the paper on their phone, so the service agreement goes out by WhatsApp, text or email, or as a link that needs no app and no account on their side. Or download the PDF to print it or keep it for your own records.
Questions
What makes a maintenance agreement worth buying?
Priority in a heatwave, far more than the service itself. Two tune-ups are a nice-to-have; being seen the same day in August while everyone else waits four days is what people actually pay for. Put a number of hours on it and it sells itself.
Should the agreement waive the diagnostic fee?
It is the cheapest thing you can put in one. The fee is small, waiving it feels substantial, and it removes the hesitation before they ring — which is what you want, because the call that comes early is the cheap repair rather than the replacement.