Clearly define the scope, terms, and conditions for every HVAC service. Our free template formalizes expectations, secures work, and minimizes disputes before the job begins.
Fully customizable contract
Clean, professional design
Clear breakdown of scope and terms
Google Sheets & Excel ready
Make every agreement an official company document. Start by entering your business name, address, contact information, and logo in the dedicated input tab.
Enter your full company name and upload your business logo for a professional look.
Include your complete business address and main phone number for client contact.
This information sets the stage for a professional and legally sound contract.
The agreement formally identifies the Parties and the Scope of Work. Define the specific HVAC services to be performed and the scheduled timeline.
Formally identify both the Company and the Customer’s details for the official record.
List all the specific HVAC services that are included and will be performed under this agreement.
Set the official Work Start Date and Work End Date to define the project timeline.
This critical section covers your legal safeguards. Detail the Payment Information and define the Terms and Condition sections, including warranty and termination clauses.
Specify the agreed-upon payment terms and all accepted payment methods.
Clearly define the formal process for handling any Change of the Scope of Work.
Establish your company’s Liability limitations and the Governing Law for the contract.
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Securing a client’s approval with a formal agreement is vital. For a professional business, the job starts when the terms are formally accepted. An HVAC service agreement is a critical legal document. It is a binding contract that defines the Scope of Work, the Schedule, and Payment Terms. This protects both your company and your customer. Relying on a simple note or a verbal confirmation can lead to significant confusion and legal issues.
A professional HVAC service agreement template solves this problem. It provides a standard, clear format to outline every part of the project. Using this template ensures your records are accurate. Your clients will understand their commitment. Your business will operate with the highest level of professionalism. This guide will cover how to create a perfect service agreement. It will also show you how to make your contract process more efficient.
What to Include in a Professional HVAC Service Agreement
A service agreement is an official document. It secures the job, sets expectations, and protects you legally. To be effective, it should be clear, detailed, and contain all the necessary contractual information.
Our Google Sheet template is designed for busy home service professionals. It is straightforward and quick to use.
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 is view-only. To make your own editable copy: Go to the File menu and select Make a copy.
For your convenience, a copy of these instructions is also included on the ‘Instructions’ tab within the Google Sheet itself.
Step 1: Set Up Your Company Profile Open your copied Google Sheet and go to the Company & Customer Details tab. Customize the light blue cells. Add your company logo, name, and contact information. Save this file as your master template.
Step 2: Enter Client and Job Information In the Company & Customer Details tab, fill in the customer’s name, address, phone, email, and the service Start Date and End Date.
Step 3: Enter Agreement Details Go to the Agreement Details tab. Fill in the light blue cells with the specifics for the Scope of Work, Schedule, Payment Information, and all Terms and Condition sections.
Step 4: Review Agreement Summary Once you have completed both input tabs, go to the Printable Agreement – Full Summary tab. Review the entire document. If you need to make changes, return to the previous tabs to edit the light blue cells.
Step 5: Save and Send the Agreement Once your HVAC service agreement is complete, you can generate a professional PDF. Go to File > Download and select PDF Document (.pdf).
Step 6 (Optional): Print a Blank Field Copy This template also includes a printable Blank Summary. This can be used in the field for manual completion when needed.
How a Formal Agreement Minimizes Risk (and Builds Your Reputation)
For high-value services like HVAC work, a contract sets the legal groundwork for a successful transaction.
Minimizes Risk and Legal Disputes By detailing the Governing Law, Liability limits, and Termination procedures, the agreement defines the legal relationship. This provides security for both parties if a dispute arises.
Sets Clear Expectations The document clearly defines the Scope of Work and the Schedule. It also handles potential issues by outlining the procedure for a Change of the Scope of Work. This clarity prevents disagreements.
Builds Long-Term Customer Trust Providing a formal, detailed service agreement shows clients you are an organized and trustworthy professional. This professionalism is key to earning repeat business and valuable referrals.
Creating professional service agreements manually adds paperwork. Housecall Pro’s software automates your entire workflow. This allows you to generate and manage contracts efficiently.
Accept Digital Acceptance for Quick Sign-Off Make it easy for customers to approve the work. With Housecall Pro, you can send proposals and service agreements digitally. This allows clients to sign instantly online.
Automate Agreement Tracking and Record Keeping Stop chasing down paper copies. Housecall Pro tracks every agreement and job status in one place.
Centralized Financial and Job Reporting Keep all customer records, invoices, payments, and service agreements centralized. This allows you to monitor your business operations from a simple dashboard.
A professional agreement is the first step to a more predictable and profitable HVAC business. Our free template gives you the professional document you need to start signing up customers today. When you’re ready to automate your service plans and turn that recurring revenue into a hands-free system, Housecall Pro is the ultimate solution.
Try Housecall Pro free for 14 days — and turn every HVAC service agreement into predictable revenue and loyal customers.
A Service Agreement is a contract created before work begins. It details the scope, schedule, payment, and terms. An Invoice is a bill requesting payment for work performed. A Receipt is a document provided after payment, serving as proof of that payment.
Yes. The template includes specific sections for Warranty, guaranteeing high workmanship, and Liability, noting that the technician is not liable for damages from client misuse. The warranty section suggests reporting issues within 30 days of completion.
Yes. To use it in Excel, open the Google Sheet, go to the File menu, hover over Download, and select Microsoft Excel (.xlsx).
The template includes a clause stating that any changes to the scope of work must be agreed upon in writing by both parties. The HVAC company agrees to provide a written change order specifying any additional costs or schedule adjustments.
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