Build customer trust with our free HVAC service agreement template. Use this professional format to secure steady income and strengthen customer relationships with clear service plans.
This template includes:
Fully customizable fields for your HVAC company’s branding
A clear scope of work and payment schedule section
A built-in clause to manage change orders
Google Sheets & Excel Ready
Easily add your company logo, contact information, and customer details to create a professional-looking agreement that builds trust with every client you serve.
Insert your company logo for a branded, professional look.
Quickly fill in your business name, address, and contact info.
Personalize each agreement with specific customer details.
Outline the scope of work, payment schedule, and terms so both you and your customer are always on the same page.
Clearly list all included services, from duct cleaning to system replacements.
Specify payment terms and scheduling to prevent any confusion.
Detail agreement start and end dates for total clarity.
This tab automatically creates your final agreement, pulling in the company, customer, and service details entered. Review for accuracy, and once satisfied, generate your professional document.
Confirm all details, from scope of work to payment terms, are correct.
Once verified, generate a professional PDF to email directly to your customers.
Print the completed agreement for your records or a blank version for on-site use.
This template helps you create great service agreements. But Housecall Pro manages them for you by automating the scheduling, payments, and renewals, so you can stop chasing paperwork.
Automatically schedule the maintenance visits listed in your service agreement.
Set up recurring payments so you get paid on time without sending manual invoices.
Get automatic reminders when an agreement is about to expire so you never miss a renewal.
See how Housecall Pro works for you. No credit card required.
Take control of your business with a free, customizable service agreement template for Excel and Google Sheets. Simplify your contracts, build customer trust, and secure a steady cash flow.
Running an HVAC business isn’t easy. You’ve got to keep work coming in, manage your team, and make sure customers stay happy. It’s a lot to juggle.
One of the smartest ways to lighten the load is by offering service agreements, also known as service or maintenance plans. These agreements outline ongoing services your business provides in exchange for regular customer payments.
But creating and managing service agreements can feel like another daunting task in your to-do list. Without the proper tools, it’s easy to miss important details.
That’s where HVAC service agreement templates come in. With the right template, you can set up agreements quickly, stay organized, and show your commitment to a seamless customer experience.
Here’s how service agreement templates help your business:
In the following sections, we’ll explore these benefits in detail, and share some Pro tips to take your service agreements—and your business—to the next level.
(Alt: The Benefits of Using HVAC Service Agreement Templates)
As an HVAC Pro, you know how seasonal demand shapes your business. During the peak winter heating and summer cooling seasons, your schedule fills up fast, but staying busy during the quieter months can be challenging.
That’s where service agreement templates come in. They make it easy to offer customers recurring plans with flexible monthly, semi-annual, or annual payment options. These agreements provide customers peace of mind with regular maintenance and priority service while giving your business reliable revenue year-round.
With a steady cash flow, you can manage your expenses stress-free, no matter the season. Plus, it opens up opportunities to grow—whether that’s upgrading your tools, expanding your team, or taking your business to the next level.
And when unexpected challenges arise—equipment failures or shifts in the economy—a dependable income stream gives you the stability to adapt and thrive. It’s not just about surviving; it’s about building the foundation for lasting success.
Admin work can quickly feel overwhelming when managing service agreements, especially if you rely on pen and paper or clunky spreadsheets. You already work hard delivering great service to your customers, and managing everything manually only adds to your workload.
That’s why HVAC service agreement templates are a game-changer. They eliminate the hassle of building each contract from scratch by providing a framework that covers all the essentials—pricing, service coverage, payment terms, and more.
Better yet, modern templates (like ours!) come with built-in formulas to automate repetitive tasks such as calculating totals and filling in recurring information. Templates handle the heavy lifting, simplifying workflows and reducing the risk of human error.
Templates also standardize agreements while supporting the high standards you set for your business. Whether setting up simple residential maintenance plans or detailed commercial packages, every plan includes key details in the same easy-to-understand format.
By cutting down on admin work, you’ll have more time to focus on what matters—providing excellent service and growing your business.
Loyal customers are the backbone of a successful business. Earning that loyalty takes more than just great service—it requires a clear plan for ongoing engagement.
Service agreement templates help you build stronger customer relationships by simplifying the process of offering service plans with real perks. Little extras like priority scheduling and discounts not only make your business stand out but also give customers a reason to keep coming back.
When your service plans are laid out in a clear, professional format, customers can see the value of sticking with your company. And when they feel confident in your service, they’re more likely to spread the word and recommend you to others.
Templates also make it easier to keep track of your customer base. With everything organized, you can quickly pull up agreements, check who’s due for a service, and ensure nothing slips through the cracks.
At the end of the day, clear and professional agreements keep your customers informed and reinforce your reliability and commitment to their comfort. The payoff? Happier customers, more referrals, and loyalty that lasts for years.
If you’d like to download and use Housecall Pro’s free HVAC service agreement template, click here.
You can start customizing the template with your company information and logo:
You can then add the agreement details, including scope of work, payment information, terms and conditions, and licensing and certification:
Once the information is complete, you can print the document or generate a PDF for customers or recordkeeping. We’ve also included a blank service agreement form you can print and fill out by hand:
Our HVAC service agreement template has everything you need to set up clear and professional service plans with ease:
Now that you have our template, you might be tempted to dive right in and start sending out your own service agreements. But before rolling them out, take a step back and think about what types of service plans make the most sense for your business and your customers.
Keep in mind that a one-size-fits-all approach might not work. Your customers’ needs can vary greatly, so it’s worth considering different plans for residential and commercial clients. You could also introduce membership tiers to cater to various levels of service.
For example, a basic tier might cover standard maintenance services, while a premium tier could include perks like priority scheduling or even 24/7 emergency support. This way, customers can choose the plan that best fits their needs and budget while you maximize the value provided across your customer base.
Need a little extra help getting started? Check out our Implementation Checklist—it’s got everything you need to launch your service plans smoothly!
Even the best service plans won’t sell themselves—you’ll need a solid sales strategy so customers see their value.
Since your technicians often interact directly with customers, start by training your team to communicate the benefits of service plans effectively. They should feel confident explaining how the plans work, what’s included, and why they’re a smart investment.
Not sure where to begin? Our Sales Scripts guide provides talking points to make these conversations easier and more impactful.
Next, make sure your website and marketing materials highlight your service plans. Customers can easily grasp your offerings when you have a dedicated website section outlining different plans with sign-up instructions. Updating brochures, email campaigns, and social media content also helps spread the word further. And don’t forget the power of customer testimonials and success stories—they reinforce the trust and reputation you’ve already established while showcasing the value of your plans in action.
Templates are great for saving time and keeping your service agreements consistent. But tracking renewals, scheduling services, and collecting payments manually still take up a lot of time—and mistakes can happen.
That’s why automating your service plan management is so important. Tools like Housecall Pro take care of these tasks for you, from the first estimate to the final bill, so nothing gets missed.
In the next section, we’ll explore the key features Housecall Pro offers to help you get the most out of your service agreements and take your business to the next level.
Housecall Pro helps home service professionals streamline service agreement processes, so you can focus on what matters most.
Rated 4.7/5.0 on Capterra based on over 2,700 reviews for ease of use, customer service, and value, Housecall Pro is built to help businesses like yours save time and operate more efficiently. On average, HVAC Pros increase the number of monthly jobs they complete by more than 22% in their first year.
Plus, by automating repetitive tasks, our customers save an average of over 8 hours per week—time that can be spent focusing on delivering exceptional service and growing your business.
Here’s how Housecall Pro helps you get the most out of your service agreements:
Service plans are powerful tools for boosting customer satisfaction and ensuring they feel valued and cared for. While templates provide a clear framework for terms of service, building strong customer relationships comes down to the personal touch you bring to every interaction.
Here’s how Housecall Pro’s digital tools can make customer management easier:
Templates simplify creating service agreements, but you still have to manage scheduling, payments, and renewals manually. The Housecall Pro platform automates these processes and simplifies your workflows, so admin work won’t hold you back.
Here’s how it works:
Real-time data from the Housecall Pro dashboard can be a game-changer, revealing customer trends and the service plans that generate the most revenue. This allows you to allocate resources for the biggest impact.
With advanced reporting, you can track recurring and projected revenue, identify key patterns, and adjust your templates based on customer feedback and market trends to keep your offerings competitive.
Service agreements are a game-changer for locking in recurring income and building long-term relationships, keeping customers happy and your cash flow steady.
Our free, customizable HVAC service agreement template removes the guesswork from creating professional agreements. Download it today to start offering plans that keep customers coming back.
While templates are a great start, manually managing renewals, scheduling, and payments is time-consuming. Housecall Pro automates these tasks and provides real-time insights, simplifying your workflow so you can focus on what matters most.
Ready to save time and deliver an even better customer experience? Sign up for a free 14-day trial today and see how easy it is to take your business to the next level!
An HVAC service agreement template outlines ongoing HVAC services and the payment and should only be used if you are not already using HVAC maintenance agreement software for this purpose. Most HVAC professionals recommend customers evaluate their heating and cooling systems once a year. So, a maintenance visit is required in the spring for an air conditioning unit and the autumn for a furnace. A service agreement specifies the services performed during these visits and how much the customer will pay.
Absolutely. The template is designed for customization. You can add your company logo and business details, personalize customer information, and fill in specific agreement details like the scope of services, start and end dates, and payment terms.
This template provides a comprehensive framework for creating a service agreement. However, it’s not a substitute for legal advice. It’s always a best practice to have a qualified attorney review your final service agreement to ensure it complies with local and state regulations and is fully enforceable.
The ‘Scope of Work’ should detail all the services you will provide to the client. Examples shown in the template include duct cleaning, heating and cooling system replacements, piping repairs, ventilation system repair, and gas line inspections. Be as specific as possible to clearly set customer expectations.
Yes, you can. Open the Google Sheet, then go to the File menu, hover over Download, and select Microsoft Excel (.xlsx). The file will download to your computer and can be opened in Excel. Please note that some fonts or formatting may look slightly different.
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