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How to write an HVAC maintenance agreement template

HVAC stands for heating, ventilation, and air conditioning. Whether it’s a commercial building, a humid Mediterranean house, or a Nordic apartment — all buildings benefit from regulated temperature and humidity control; therefore, HVAC service experience is in constant demand.

Be it an installation or maintenance HVAC agreement, In order to make sure you get real value for your money, it is important to understand the fine print covered in the agreement.

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Let’s take a look at some important things to consider when preparing an HVAC agreement and examine how this task can be automated with the help of ready-made templates and pdf forms.

Why do HVAC systems require maintenance?

As with any electronic system, an HVAC system requires regular checks and maintenance. If not properly looked after, the system can be negatively impacted by the indoor environment, leading to:

  • Fungus
  • Mold
  • Breathing problems
  • Dust
  • Overly dry or humid air
  • Pollutants
  • Musty odor

As you can imagine, all of these factors can negatively affect the health of exposed persons, leading to unbearable living conditions. Apart from minor concerns such as spots on walls and clothing, there may be serious health implications, including asthma and other respiratory-related illnesses.

In the case of rental apartments, tenants often feel highly responsible for ensuring the property remains in good condition. If poor ventilation and/or heating deteriorate the state of the property, the tenant may risk losing their deposit or incur serious expenses and/or penalties when moving out.

Moreover, regular maintenance increases the life of an HVAC device by nearly 48%, ensuring higher efficiency and better climate control.

Finally, a malfunctioning HVAC system may lead to carbon monoxide leaks — carbon monoxide poisoning is extremely serious and can be fatal. Neglected HVAC systems are often responsible for unexpectedly high energy bills as well.

As a rule of thumb: the best way to resolve HVAC problems is to prevent them from occurring in the first place.

Maintenance is often complex; many issues need to be resolved with the help of a qualified technician, including:

  • Checking if the amount of A/C refrigerant is sufficient
  • Detecting any leaks using a special device (leak detector)
  • Measuring if the airflow passes normally through the evaporator coil
  • Determining if the electric control sequence works properly, ensuring that the heating/cooling systems do not switch on at the same time
  • Checking belts for tightness and oiling motors
  • Inspecting the accurate functioning of the thermostat

The above are just a few examples that highlight the importance of a skilled HVAC technician; trust us, there are many more.

What to do before preparing an HVAC agreement

Before preparing and signing an HVAC agreement with a service provider, make sure to consider the following for yourself:

  • Do you want to have regular maintenance, thus committing yourself to invoices on a regular basis by the technical service provider, as per the HVAC maintenance agreement?
  • Does your HVAC system require any servicing for the first couple of years? New devices often do not encounter problems when they are in their infancy and may not require their first check for roughly two years.

The cost of an HVAC annual maintenance contract is roughly $200 to $500 dollars (depending on the size of the system of course); but what if your HVAC system is state-of-the-art, and has no issues?

Remember: only opt for a full-service HVAC maintenance contract if:

  • There is a need to perform preventive maintenance from time to time (HVAC preventive maintenance contract)
  • You would like to have first priority over other customers in case of a breakdown
  • The provider offers some kind of insurance, covering the costs of parts that may need to be substituted

If you opt for an ongoing commercial HVAC maintenance agreement (recommended for older HVAC systems), make sure there is a clause regarding emergency situations.

Finally, it is always a good idea to do some research and compare the service packages, prices, and references of different service providers.

HVAC maintenance contract 

Typically, lawyers suggest paying special attention to the following areas when preparing an HVAC agreement:

  • Contractor’s license or any other proof of qualification
  • Mandatory and one-time fees, either fixed or paid on an hourly basis
  • Liability in case of severance of the HVAC agreement
  • Discounts on parts or services mentioned in the commercial HVAC maintenance contract
  • In case of a property lease agreement: who bears the HVAC fees, the landlord or the tenant?

Many people opt for having separate agreements: for both service and maintenance. The service contract is typically non-binding, depending on the need and workload. The HVAC maintenance contract normally requires a commitment to bi-annual checks.

Should you need an HVAC agreement, either as a technician or a client, there is no need to rush to your lawyer’s office and have one written up. You can get a commercial HVAC maintenance agreement pdf, sometimes at no cost, by simply using ready-made pdf templates and forms.

For instance, Lumin PDF offers a wide collection of sample contracts, including an HVAC maintenance agreement pdf.


In summary, HVAC maintenance is a matter of choice; however, when dealing with an older system, it is highly recommended. In general, there are many benefits, from cost-saving to healthier living and working conditions. Should you decide an HVAC agreement is right for you, feel free to consult existing pdf templates and get the service asap.


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