Set clear expectations and protect your business. Our free template helps you outline your scope, payment terms, and policies in one simple document.
Key clauses for service businesses
Fully customizable company fields
A professional, clean layout
Google Sheets & Excel ready
Go to the “Company and Customer Details” tab. Fill in your business info and the client’s details to create the professional header.
Add your Company Name, Address, and contact details to look professional.
Enter your Client Name and contact info for a clear record.
Assign a Technician, Service Name and Date for organized tracking.
In the “Report Details” tab, use the provided text boxes to clearly outline the full scope of your service and the specific payment terms for the client.
Write a full description of the work in the GENERAL SERVICES PROVIDED section.
Clearly outline all costs, due dates, and payment details in the PAYMENT TERMS box.
This ensures both you and your client are on the same page about the job.
To finish the document, go to the TERMS AND CONDITIONS field to enter your policies. Once all sections are full, you can review the final printable report.
Enter your legal policies, warranties, and cancellation rules into the TERMS AND CONDITIONS box.
Review the clean “Printable Report” tab to see how the final document looks.
Save the report as a PDF to send to your customer for their signature.
A template is a great start, but our software stores agreements permanently. Stop searching for files and link them directly to your customer’s profile.
Automatically store signed agreements and terms in the customer’s profile, so you never have to search for a file.
Build a customer history with job notes, photos, and invoices right alongside their signed agreements.
Give clients an online portal to view their complete service history, including past agreements and invoices.
See how Housecall Pro works for you. No credit card required.
Protect your business, clarify client expectations, and build customer trust with a free, customizable terms and conditions template for Word, Google Docs, and Excel. Simplify your agreements, prevent disputes, and secure your hard work.
Protecting your expertise with just a handshake agreement is risky. Misunderstandings about project scope, payment schedules, and deliverables can quickly lead to friction, disputes, and financial loss you can’t afford.
Drafting legally sound terms and conditions from scratch is also overwhelming. Manually researching and writing clauses for every scenario is time-consuming and can be expensive if you need to hire a lawyer for minor agreements.
That’s where a small business terms and conditions template comes in. It helps you organize your business policies into a clear, consistent format, making it easier to create agreements, build customer trust, and ensure your business is protected.
Here’s how a terms and conditions template helps your business:
Keep reading to find out how our template can help you maximize these benefits. We’ll also share how Housecall Pro can improve your client agreements and operational workflows.
What Should Be Included in a Small Business Terms and Conditions Document?
A terms and conditions document is more than just a list of rules with legal jargon. It’s a powerful tool that organizes your business policies into a clear, standardized agreement that forms the foundation of your client relationships. By laying out all the details upfront, this approach ensures consistent, clear expectations for every job and eliminates guesswork and potential disputes down the line.
Your terms and conditions should ideally include:
While a template isn’t necessarily “better” than a custom contract from a lawyer, it offers distinct advantages. It provides a fast, affordable, and consistent way for small businesses to establish baseline protections for their services, helping clients feel confident. It also allows for a professional onboarding process without significant legal fees for every new project.
Custom-written agreements remain a better fit for complex, high-value, or variable projects where risks and requirements can’t be easily predicted. A custom contract allows you to create terms based on the true scope and unique risks of the project.
Regardless of the method you choose, transparency is key. A terms and conditions template helps you present clear, professional policies to your customers, building trust and reducing confusion from the start.
What Are the Benefits of Using a Small Business Terms and Conditions Template?
Save Valuable Time Drafting agreements from scratch is repetitive and time-consuming. A terms and conditions template standardizes this process, eliminating redundant work and generating professional agreements in minutes. This helps you close deals faster, freeing up time to focus on core business growth. By having more control over your operations, you can scale your business more effectively.
Ensure Clarity and Accuracy Vague or inconsistent terms lead to conflicts, lost profits, and confused customers, especially when different team members create agreements. A template brings consistency by organizing your policies into a standard format based on best practices, not guesswork. This ensures every client receives clear, fair, and accurate terms that protect both parties.
Boost Professionalism A clear agreement is crucial for building customer trust. Inconsistencies appear unprofessional and create communication gaps, but a standardized document ensures every client gets the same professional treatment and faster onboarding. Clear terms reduce haggling and show that your business is organized and trustworthy, making clients more confident in choosing and referring to you.
Our Google Sheet terms and conditions template is designed to be comprehensive yet simple, helping you standardize your agreements for a professional look and clear client expectations. Follow these steps to build and issue professional agreements for your business. For your convenience, a copy of these instructions is also included on the ‘Instructions’ tab within the Google Sheet.
To get started, fill out the form on this page and hit download. You will receive an email containing a link to the Google Sheet, then you can follow the next steps.
Important First Step: Make a Copy of the Template Before you begin, you must save a copy of the Google Sheet to your own Google Drive. The original template you receive is view-only. This ensures every user starts with a clean, original version.
To make your own editable copy, simply:
Step 1: Customize with Your Business & Customer Information Open your copied Google Sheet and navigate to the “Company and Customer Details” tab. Replace the placeholder information with your company’s name, address, and contact details. Here, you can also upload your company logo. Then, enter the specific client details for the agreement, including the Customer Name, Project Name, and the Date.
Step 2: Define Your Terms and Conditions Navigate to the “Terms and Conditions Details” tab to outline the specific clauses of your agreement by providing a detailed “Description of Terms” for each line item. This is where you will build your contract by defining payment terms, project timelines, cancellation policies, and other critical details.
Step 3: Review and Share Your Professional Agreement Once all the details are entered, review the “Printable Report – Full Summary” tab to see the clean, professional version of your terms and conditions document. You can print this for your customer to sign or for your own records. To save a digital copy, go to File > Download and select PDF Document (.pdf). A PDF is a non-editable format perfect for emailing to customers for review and signature.
Step 4 (Optional): Print a Blank Copy for Manual Use For situations where you need to outline terms by hand on-site, the template also includes a blank version. Navigate to the “Printable Report-Blank Summary” tab to print a clean copy that can be completed manually on a job site.
A template is a huge step up from verbal agreements, but you still have to enter data, save files, and manually send them for signature. Housecall Pro’s software turns your agreement process into a dynamic, interactive tool integrated directly into your workflow from the first estimate to the final payment.
Present Good-Better-Best Options Instead of just sending a single quote, Housecall Pro lets you build tiered proposals with “good, better, and best” options right in your estimate. This empowers customers to choose what fits their budget and agree to your terms, significantly increasing your average job value.
Create Digital, Professional Estimates with T&Cs Go beyond static PDFs. Create clean, branded estimates with your terms and conditions attached that customers can view and approve online in seconds. When a customer approves an estimate, their digital signature is captured, and you have a secure record of the agreement.
Real-time Job & Agreement Tracking When an estimate is sent, viewed, or approved, its status updates in real-time for your entire team. This means your office and field techs always know when a job is approved without having to call and ask, keeping everyone on the same page.
Seamlessly Create Agreements from Job Details Pull job details directly into professional estimates and invoices in just a few clicks. Our software streamlines the entire process from quoting to getting paid, eliminating double-entry errors and saving countless administrative hours.
To build trust, your customers need to see clear and professional communication. Our free template is the perfect place to start. It helps you create organized agreements, so every job starts with clear expectations. When you’re ready to upgrade from a spreadsheet, Housecall Pro software can automate your entire sales and agreement process.
Try Housecall Pro free for 14 days — and protect every job with clear terms that build trust and prevent disputes.
A small business terms and conditions template is a pre-formatted document outlining the rules and responsibilities between you and your customers. It includes key details like payment terms, cancellation policies, and liability limits. Using a template helps service professionals—like plumbers, electricians, and cleaners—communicate clearly, protect their business, and maintain professionalism on every job.
Yes, the template is designed for customization. It includes sections to easily add your branding and adjust terms to reflect your standard fees and policies. After creating a copy, you can begin tailoring it with your company’s information and logo.
A template saves valuable time by standardizing your agreements and eliminating repetitive writing. It also ensures consistency; without one, employees might create different agreements for the same service, leading to confusion and potential profit loss. Using a template boosts professionalism by presenting clear, transparent terms to customers.
This template provides a foundational structure for a professional agreement but is not a substitute for legal advice, as contract law varies by location. We strongly recommend consulting a qualified legal professional to ensure your terms are fully compliant with local laws and enforceable for your business needs.
Our template is a Google Sheet but is easily used in Excel. After opening the link, go to the menu and select File > Download > Microsoft Excel (.xlsx). This will save a fully compatible Excel version of the file to your computer.
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