Want to win more jobs with less effort?
Grow your business and send quick quotes with our home service software.
Want to see your potential revenue?
See what businesses like yours earn with Housecall Pro in 1 - 2 minutes.
An HVAC contract is a written agreement that defines the services, pricing, and responsibilities between your business and your customers. These contracts protect your time and revenue while securing recurring income from maintenance work. For homeowners and commercial clients, they make expectations clear, prevent misunderstandings, and give peace of mind that the job will be done right.
In this guide, we’ll walk through what to include in your HVAC service contract and how it benefits both sides.
→ Need to create a contract fast? Download our free HVAC contract template to get started quickly or choose from specific contract types highlighted below. Here’s what’s included:
- Step-by-step instructions that walk you through the entire template
- Simple customization to add your branding and personalize customer info
- A printable report for your records or to send to customers
- Built-in formulas that save you time calculating totals
Key takeaways
Here are a few quick tips to create, manage, and renew HVAC contracts:
Be transparent: Clearly outline all services, costs, and terms in every HVAC contract.
Stay organized: Store digital copies and track renewals to maintain consistent income.
Simplify approvals: Collect e-signatures on-site or remotely for faster customer sign-off.
Protect your business: Include clear cancellation, warranty, and liability terms.
Automate renewals: Use Housecall Pro to manage recurring HVAC maintenance agreements.
Jump ahead
Common types of HVAC contracts
Whether you’re performing ongoing maintenance, handling a new installation, or offering added coverage, each HVAC contract serves a specific purpose. Here are the categories you should know.
HVAC service agreement
An HVAC service agreement defines the terms for repairs, inspections, and one-time service visits. It’s ideal for short-term or as-needed work and helps clarify rates, response times, and included services.
Use HVAC service agreements for:
- One-time repair jobs or inspections
- Emergency calls that require immediate attention
- Offering optional add-ons or follow-ups to convert one-time customers into recurring maintenance clients
Free download: HVAC service agreement template
HVAC installation contract
Use an HVAC installation contract when installing new systems, whether residential or commercial. These contracts outline the project scope, materials, warranty information, and payment schedule to protect both you and the customer.
This contract helps prevent misunderstandings by defining start and completion dates, inspection requirements, and any permit responsibilities. For larger projects, you can also include milestones tied to payment releases. This makes it easier to manage cash flow and accountability throughout the installation process.
HVAC maintenance contract
A preventive maintenance contract is a simple way to secure recurring income while helping customers avoid costly breakdowns. Unlike a service agreement, which typically covers one-time visits or emergency repairs, a maintenance contract establishes a long-term care schedule. These agreements also encourage customer loyalty, as clients rely on your team to keep their heating and cooling systems running year-round.
Use HVAC maintenance contracts for:
- Regular tune-ups
- Seasonal checks
- Filter replacements
Free download: HVAC maintenance contract template
Financing or payment plan agreements
For larger projects or repairs, a financing agreement outlines the terms of installment payments, interest rates, and due dates. This option makes high-value work more accessible to clients while helping you maintain predictable cash flow.
Extended warranty or equipment protection plan
This contract adds extra coverage beyond the manufacturer’s warranty. HVAC pros often pair it with a maintenance plan to offer customers long-term confidence while generating additional recurring revenue.
HVAC commercial contracts
Commercial HVAC contracts cover installation, service, or maintenance for larger properties like office buildings, retail spaces, or apartment complexes. These agreements often involve more complex systems, stricter timelines, and more detailed documentation than residential work.
They can provide consistent, high-value revenue and long-term partnerships when managed well. However, it’s important to approach commercial work strategically.
Danny Penn, president at New Era Plumbing & HVAC, warns against chasing big commercial HVAC contracts right off the bat. “Landing those contracts means you dedicate all staff, cash reserves, and time to it, and instead of serving dozens of small jobs that spread your name, you end up tied to one client.”
For newer HVAC businesses, starting with smaller service or maintenance contracts helps build a steady client base. This strengthens brand reputation and provides the flexibility needed to grow sustainably before taking on large-scale commercial commitments.
Get In Touch: 858-842-5746
Let us earn your trust
On average, Pros increase monthly revenue generated through Housecall Pro by more than 35% after their first year.
See plan options and feature breakdown on our pricing page.
What should you include in an HVAC contract?
A well-crafted HVAC contract ensures both you and your client are on the same page. Including the right details protects your business, sets clear expectations, and helps prevent disputes.
Here’s a quick list of what to include and why:
- Business and client details: Clearly list your company name, license number, contact information, and the client’s details. This establishes who is entering into the agreement and helps avoid confusion later.
- Scope of work: Define exactly what services will be performed, like installation, repair, maintenance, or inspections. This section sets expectations and prevents disputes over what is or isn’t included.
- Materials/equipment covered: Specify the parts, systems, or equipment involved in the job. Include brand names, model numbers, and any excluded components.
- Frequency or duration of service: Indicate how often services will be performed or the length of the contract. Maintenance contracts often run annually or semi-annually.
- Pricing and payment terms: Outline total costs, payment schedules, late fees, and any applicable financing terms. Transparency here builds trust and helps maintain steady cash flow.
- Warranty/liability: Describe what is covered under warranty, who is responsible for labor or replacement costs, and any limitations or exclusions.
- Termination clauses: Explain how either party can cancel or modify the agreement, including required notice periods and refund terms (if applicable).
- Signatures and dates: Make it official with signatures from both parties and the date signed. This confirms mutual understanding and consent.
Pro tip: With Housecall Pro, you can create digital HVAC contracts, collect e-signatures, and even automate renewals. This saves time while keeping you organized.
How to create an HVAC contract (step-by-step)
Ready to start writing your HVAC contract? In the previous section, we covered what to include. Now, we’ll tell you how to do it.
Here’s a simple step-by-step guide to help you go from a blank document to a professional, ready-to-sign agreement.
- Gather client and business information: Start with the basics. Collect your customer’s full name, address, and contact information, along with your company details and licensing information. Having accurate records from the start helps avoid mistakes later.
- Define the scope of work: Be clear about what you’ll do and when you’ll do it. Write out each task, whether it’s installation, maintenance, or repair, in easy-to-understand terms. Use short, plain-language descriptions that your client can quickly review and approve.
- List materials and equipment covered: Include the brands, models, and types of systems or parts involved in the contract. For installation jobs, note whether you or the customer supplies materials.
- Set service frequency and duration: Decide if the agreement will be a one-time service, seasonal checkup, or ongoing maintenance plan. Outline start and end dates or how often visits will occur.
- Establish pricing and payment terms: State the total cost, payment schedule, and accepted methods (check, card, digital payment). Be specific about deposits, due dates, and any late payment policies.
- Include warranty and liability information: Add details about workmanship guarantees and equipment warranties. This shows professionalism and lets your customers know they’re protected in the event of issues.
- Add termination clauses: Include a brief section explaining how either party can end the agreement. Indicate how much notice is required and whether any cancellation fees apply.
- Include signatures and dates: Finalize the contract by leaving space for both you and your client to sign and date. Keep a digital and printed copy for your records.
- Review and customize: Before sending, read through your contract to confirm all details are accurate and tailored to the specific job. You can start with one of Housecall Pro’s free HVAC templates and edit directly in the app to fit your services and pricing structure.
How Housecall Pro’s HVAC software can help
Managing contracts doesn’t have to be time-consuming. With Housecall Pro, you can organize every maintenance agreement, service contract, or commercial contract in one place. This lets you focus more on customers and less on paperwork.
Here’s how our HVAC software simplifies contract management:
- Create and store digital contracts: Build contracts directly within Housecall Pro and attach them to specific customers, jobs, or equipment for easy access.
- Collect e-signatures on-site or remotely: Send contracts for approval through the mobile app or have clients sign in person before starting a job.
- Automate recurring maintenance contracts: Set up automatic renewals, schedule future visits, and manage service intervals without extra admin work.
- Link contracts to invoices and payments: Connect each service contract to billing so every maintenance visit, repair, or installation is accurately tracked.
- Track renewals and expirations: Get automatic reminders for upcoming contract renewals to help you retain customers and prevent revenue gaps.
Whether you manage residential service plans or complex commercial maintenance contracts, Housecall Pro keeps your HVAC workflow organized and efficient. Start your 14-day free trial to see how easy it is to manage every contract from one dashboard.
