FREE Downloadable HVAC Seasonal Tune-Up Agreement

HVAC SEASONAL TUNE-UP AGREEMENT

This HVAC Seasonal Tune-Up 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]
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 be referred to individually as a “Party” and collectively as the “Parties.”

PURPOSE

The purpose of this Agreement is to provide seasonal inspection, cleaning, adjustment, and performance testing of Customer’s heating and cooling systems. Seasonal tune-ups are designed to improve system efficiency, enhance safety, extend equipment lifespan, and reduce the likelihood of unexpected breakdowns during peak operating seasons.

This Agreement is for preventive tune-up services only. It does not constitute a warranty, insurance policy, or guarantee against equipment failure.

COVERED EQUIPMENT

This Agreement covers only the HVAC equipment listed in Exhibit A – Equipment Inventory located at the Service Address.

Covered equipment may include:

Gas, electric, or oil furnaces
Central air conditioning systems
Heat pumps
Air handlers
Ductless mini-split systems
Packaged rooftop units (light commercial)
Thermostats
Indoor air quality components (humidifiers, dehumidifiers, UV lights)

Equipment must be operational at the time of enrollment. Service Provider reserves the right to inspect equipment prior to acceptance.

Equipment not listed in Exhibit A is excluded unless added by written amendment.

TERM OF AGREEMENT

This Agreement shall remain in effect for:

☐ One (1) Year (Two seasonal visits)
☐ Two (2) Years
☐ Three (3) Years

Each annual term includes:

One (1) Cooling Season Tune-Up
One (1) Heating Season Tune-Up

Unless either Party provides written notice at least thirty (30) days prior to expiration, this Agreement may automatically renew for successive one-year terms at the prevailing rate.

SCHEDULING OF SEASONAL VISITS

4.1 Cooling Tune-Up

Typically scheduled between March and June.

4.2 Heating Tune-Up

Typically scheduled between September and December.

Customer agrees to schedule appointments within the designated seasonal window. Failure to schedule within the season may result in forfeiture of that visit without refund.

COOLING SEASON TUNE-UP SERVICES

During the cooling tune-up visit, Service Provider shall perform the following procedures as applicable:

5.1 Inspection and Cleaning

Inspect condenser coil and clean exterior debris
Inspect evaporator coil (visual inspection only unless removal authorized)
Inspect condensate drain line and clear minor clogs
Inspect refrigerant line insulation
Clean accessible cabinet surfaces

5.2 Electrical Components

Inspect contactors and relays
Test capacitors
Inspect and tighten electrical connections
Measure voltage and amperage
Inspect disconnect box and wiring
Test safety controls

5.3 Mechanical Components

Inspect compressor operation
Inspect blower motor and wheel
Lubricate moving parts where applicable
Inspect fan blades and motor mounts

5.4 Performance Testing

Measure refrigerant pressures
Check superheat/subcooling (if applicable)
Measure temperature differential
Verify thermostat calibration
Confirm system startup and shutdown cycles

Customer shall receive a written or digital report summarizing findings and recommendations.

HEATING SEASON TUNE-UP SERVICES

During the heating tune-up visit, Service Provider shall perform the following:

6.1 Combustion System (Gas/Oil Furnaces)

Inspect heat exchanger for visible cracks or corrosion
Clean burners
Clean and test flame sensor
Inspect ignition system
Check gas pressure (where applicable)
Inspect vent pipe and flue connections
Test for carbon monoxide presence

6.2 Electrical and Mechanical

Inspect blower motor and wheel
Inspect control board
Test safety switches and limit controls
Tighten electrical connections
Measure voltage and amperage

6.3 Performance Testing

Measure temperature rise
Test thermostat functionality
Inspect air filter
Confirm proper cycling

Written documentation shall be provided after completion.

FILTER REPLACEMENT

Standard 1-inch filters may be replaced during tune-ups if provided by Customer or billed separately.

Customer agrees to inspect and replace filters monthly unless otherwise instructed. Failure to maintain filters may result in equipment damage not covered under this Agreement.

DISCOUNTS AND BENEFITS (OPTIONAL)

If included in the selected plan, Customer may receive:

___% discount on repair labor
___% discount on replacement parts
Waived diagnostic fee during normal business hours
Priority scheduling

Discounts apply only while Agreement is active.

EXCLUSIONS

This Seasonal Tune-Up Agreement does NOT include:

Emergency service
Repair labor outside scheduled visits
Replacement parts
Refrigerant replacement beyond minor adjustments
Major component replacement (compressor, coil, heat exchanger)
Ductwork repair or redesign
Electrical panel upgrades
Code compliance modifications
Plumbing repairs
Cosmetic repairs
Structural modifications
Damage from fire, flood, vandalism, power surges, or acts of God
Pre-existing conditions

Any repairs identified during tune-up shall require separate authorization.

ADDITIONAL SERVICES AVAILABLE

The following services may be offered at additional cost:

Deep coil cleaning
Refrigerant leak search
Blower wheel removal and cleaning
Duct cleaning
Indoor air quality testing
Smart thermostat installation
System performance upgrades
Commercial rooftop maintenance

CUSTOMER RESPONSIBILITIES

Customer agrees to:

Provide safe access to equipment.
Ensure clear workspace around HVAC equipment.
Secure pets during service visits.
Maintain electrical power to equipment.
Maintain regular filter replacement.
Inform Service Provider of system concerns.
Avoid unauthorized repairs or modifications.

Failure to comply may void certain benefits.

PRICING AND PAYMENT TERMS

12.1 Annual Fee

Customer agrees to pay:

$________ per year (Residential)
$________ per system

$________ per year (Commercial)

12.2 Payment Options

☐ Full payment due at signing
☐ Monthly automatic payments of $________
☐ Quarterly payments

Invoices are due within fifteen (15) days. Late payments may incur finance charges of ___% per month.

Failure to maintain payment may result in suspension of services.

LIMITATION OF LIABILITY

Service Provider’s liability shall not exceed the total amount paid under this Agreement during the preceding 12 months.

Service Provider shall not be liable for:

Property damage due to equipment failure
Frozen pipes
Water damage
Food spoilage
Business interruption
Loss of profits
Incidental or consequential damages

Customer acknowledges HVAC systems are mechanical and subject to wear and unexpected failure.

TERMINATION

14.1 By Customer

Customer may terminate with thirty (30) days written notice.
Refunds shall be prorated minus:

Value of services rendered
Administrative fee of $________

14.2 By Service Provider

Service Provider may terminate immediately for:

Non-payment
Unsafe conditions
Fraud or misrepresentation
Equipment tampering

TRANSFERABILITY

This Agreement may be transferred to a new property owner at the same address with written approval from Service Provider and if account is current.

Transfer fee: $________ (if applicable).

FORCE MAJEURE

Service Provider shall not be liable for delays due to:

Severe weather
Natural disasters
Labor strikes
Government actions
Supply chain shortages
Utility interruptions

INSURANCE

Service Provider maintains:

General liability insurance
Workers’ compensation insurance

Certificates of insurance available upon request.

INDEMNIFICATION

Customer agrees to indemnify and hold harmless Service Provider from claims arising from:

Customer negligence
Third-party modifications
Failure to follow maintenance recommendations
Improper system operation

DISPUTE RESOLUTION

Disputes shall first be submitted to mediation. If unresolved, disputes shall be resolved through 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 constitutes the entire understanding between the Parties and supersedes all prior agreements.

Modifications must be in writing and signed by both Parties.

SEVERABILITY

If any provision is deemed invalid or unenforceable, 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 addresses listed above.

ACCEPTANCE

By signing below, the Parties agree to the terms and conditions of this HVAC Seasonal Tune-Up Agreement.

SERVICE PROVIDER

Signature: ______________________________
Name: __________________________________
Title: __________________________________
Date: __________________________________

CUSTOMER

Signature: ______________________________
Name: __________________________________
Date: __________________________________

EXHIBIT A – EQUIPMENT INVENTORY