HVAC PREVENTIVE MAINTENANCE AGREEMENT
This HVAC Preventive Maintenance Agreement (“Agreement”) is entered into as of the ___ day of _______, 20__ (“Effective Date”), by and between:
Service Provider:
[Company Name]
[Street Address]
[City, State, Zip Code]
Phone: [Phone Number]
Email: [Email Address]
State License #: [License Number]
AND
Customer:
[Customer Name / Business Name]
Service Address: [Service Address]
Billing Address (if different): [Billing Address]
Phone: [Customer Phone]
Email: [Customer Email]
Service Provider and Customer may individually be referred to as a “Party” and collectively as the “Parties.”
- PURPOSE
The purpose of this Agreement is to provide scheduled preventive maintenance services for the heating, ventilation, and air conditioning (“HVAC”) equipment located at the Service Address. The intent of preventive maintenance is to maintain system efficiency, extend equipment lifespan, reduce the likelihood of unexpected breakdowns, improve indoor air quality, and ensure safe operation.
This Agreement is a maintenance service contract only. It is not a warranty, guarantee of uninterrupted performance, or an insurance policy.
- COVERED EQUIPMENT
Only the HVAC equipment specifically listed in Exhibit A – Equipment Inventory shall be covered under this Agreement (“Covered Equipment”).
Covered Equipment may include:
- Gas, electric, or oil furnaces
- Central air conditioning systems
- Heat pumps
- Air handlers
- Packaged rooftop units (RTUs)
- Ductless mini-split systems
- Thermostats
- Humidifiers and dehumidifiers
- UV lights and air purification systems
All equipment must be operational and in serviceable condition at the time of enrollment. Service Provider reserves the right to inspect equipment prior to activation of this Agreement.
Equipment not listed in Exhibit A is excluded unless added by written amendment signed by both Parties.
- TERM OF AGREEMENT
This Agreement shall commence on the Effective Date and shall remain in effect for:
☐ One (1) Year
☐ Two (2) Years
☐ Three (3) Years
Unless either Party provides written notice of non-renewal at least thirty (30) days prior to expiration, this Agreement shall automatically renew for successive one-year terms at the then-current rate.
- SCOPE OF PREVENTIVE MAINTENANCE SERVICES
4.1 Scheduled Maintenance Visits
Service Provider shall perform:
- Two (2) scheduled maintenance visits annually for residential systems (one cooling season visit and one heating season visit), OR
- Four (4) quarterly visits annually for commercial systems (if selected).
Appointments shall be scheduled during normal business hours unless otherwise agreed.
- COOLING SYSTEM PREVENTIVE MAINTENANCE
During the cooling season visit, Service Provider shall perform the following services, as applicable:
5.1 Inspection and Cleaning
- Inspect and clean condenser coil (if accessible and not chemically required)
- Inspect evaporator coil (visual inspection; removal requires additional fee)
- Inspect condensate drain pan and clear minor obstructions
- Inspect and clean outdoor unit cabinet
- Inspect insulation on refrigerant lines
5.2 Electrical and Mechanical Testing
- Inspect contactors and relays
- Test capacitors
- Inspect compressor operation
- Inspect and tighten electrical connections
- Measure voltage and amperage draw
- Inspect disconnect box
- Inspect blower motor and assembly
- Lubricate moving parts (if applicable)
5.3 Performance Testing
- Check refrigerant pressures
- Measure temperature differential
- Verify thermostat calibration
- Test system controls and safety devices
- Confirm proper cycling and shutdown
A written report shall be provided to Customer noting system condition and recommendations.
- HEATING SYSTEM PREVENTIVE MAINTENANCE
During the heating season visit, Service Provider shall perform the following services:
6.1 Combustion System Inspection (Gas/Oil Furnaces)
- Inspect heat exchanger for visible cracks, rust, or corrosion
- Clean burners
- Inspect ignition system
- Clean and test flame sensor
- Check gas pressure
- Inspect pilot assembly (if applicable)
- Inspect vent connector and flue pipe
6.2 Electrical and Blower Inspection
- Inspect blower motor and wheel
- Inspect and tighten electrical connections
- Test safety switches and limit controls
- Inspect control board
- Check voltage and amperage
6.3 Performance Testing
- Measure temperature rise
- Test thermostat operation
- Inspect air filter
- Inspect combustion air openings
- Check for carbon monoxide presence (where applicable)
Written documentation of findings shall be provided.
- FILTER MAINTENANCE
Standard 1-inch filters may be replaced during scheduled visits if provided by Customer or billed separately.
Customer agrees to check and replace filters monthly unless otherwise instructed. Failure to maintain filters may void portions of this Agreement and may cause equipment damage.
- MAINTENANCE REPORTING
Following each scheduled visit, Service Provider shall provide:
- Description of work performed
- Measured system readings
- Identified concerns
- Recommended repairs or improvements
- Estimated costs for recommended work (if applicable)
Customer acknowledges that recommendations are not mandatory but are provided to ensure safe and efficient system operation.
- EXCLUSIONS
This Preventive Maintenance Agreement does not include:
- Emergency service
- Diagnostic service outside scheduled visits
- Repair labor
- Replacement parts
- Refrigerant replacement beyond minor adjustment
- Major component replacement (compressors, coils, heat exchangers)
- Ductwork repair or modification
- Electrical panel upgrades
- Code compliance upgrades
- Equipment replacement
- Structural repairs
- Plumbing repairs
- Damage caused by fire, flood, lightning, vandalism, or misuse
- Pre-existing conditions
Any required repairs identified during maintenance shall be quoted separately.
- ADDITIONAL SERVICES
The following services may be provided at an additional cost:
- Coil deep cleaning
- Duct cleaning
- Refrigerant leak detection
- Blower wheel removal and cleaning
- UV light replacement
- Humidifier pad replacement
- Smart thermostat installation
- Commercial rooftop unit maintenance
All additional services require Customer approval.
- CUSTOMER RESPONSIBILITIES
Customer agrees to:
- Provide safe and unobstructed access to Covered Equipment.
- Maintain a minimum 24-inch clearance around outdoor units.
- Ensure pets are secured during service visits.
- Maintain working electrical service to equipment.
- Notify Service Provider promptly of system issues.
- Maintain proper filter replacement schedule.
- Avoid unauthorized alterations or third-party service.
Failure to meet these responsibilities may limit or void coverage.
- PRICING AND PAYMENT TERMS
12.1 Annual Fee
Customer agrees to pay:
$________ per year (Residential)
OR
$________ per year (Commercial)
12.2 Payment Options
☐ Annual payment
☐ Monthly automatic payment of $________
☐ Quarterly payments
Invoices are due within fifteen (15) days. Late payments may incur a finance charge of ___% per month.
Failure to maintain current payment status may result in suspension or termination.
- LIMITATION OF LIABILITY
Service Provider’s total liability under this Agreement shall not exceed the annual service fee paid.
Service Provider shall not be liable for:
- Loss of use of property
- Food spoilage
- Frozen pipes
- Water damage
- Business interruption
- Incidental or consequential damages
Customer acknowledges that mechanical systems may fail unexpectedly despite maintenance.
- TERMINATION
14.1 By Customer
Customer may terminate with thirty (30) days written notice.
If prepaid, Customer shall receive a prorated refund minus:
- Value of services rendered
- Administrative fee of $________
14.2 By Service Provider
Service Provider may terminate immediately for:
- Non-payment
- Unsafe working conditions
- Equipment tampering
- Fraud or misrepresentation
- TRANSFERABILITY
This Agreement may be transferred to a new property owner at the same address upon written request and approval by Service Provider, provided the account is current.
Transfer fee (if applicable): $________.
- FORCE MAJEURE
Service Provider shall not be liable for delays or failure to perform due to causes beyond reasonable control, including:
- Severe weather
- Natural disasters
- Government regulations
- Labor strikes
- Supply shortages
- Acts of God
- DISPUTE RESOLUTION
Any dispute arising from this Agreement shall first be submitted to mediation. If unresolved, disputes shall be settled by binding arbitration in the state of __________.
Each Party shall bear its own attorney’s fees unless otherwise awarded.
- GOVERNING LAW
This Agreement shall be governed by the laws of the State of __________.
- ENTIRE AGREEMENT
This Agreement, including all exhibits, constitutes the entire agreement between the Parties and supersedes all prior discussions or agreements.
No modification shall be valid unless in writing and signed by both Parties.
- SEVERABILITY
If any provision is deemed invalid or unenforceable, the remaining provisions shall remain in full force and effect.
- NOTICES
All required notices shall be delivered by:
- Certified mail
- Recognized courier
- Email with confirmation
To the addresses listed above.
- ACCEPTANCE
By signing below, the Parties agree to the terms and conditions of this HVAC Preventive Maintenance Agreement.
SERVICE PROVIDER
Signature: ______________________________
Name: __________________________________
Title: __________________________________
Date: __________________________________
CUSTOMER
Signature: ______________________________
Name: __________________________________
Date: __________________________________
FREE Downloadable HVAC Preventive Maintenance Contract:
https://dticorp.com/wp-content/uploads/2026/03/HVAC-Preventive-Maintenance.pdf
Keywords: HVAC preventive maintenance, maintenance contract, service agreement, scope of services, inspection frequency, equipment coverage, filter replacement, system efficiency, repair costs, energy efficiency
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