A dependable HVAC service agreement template helps contractors clearly lay out maintenance terms, service frequency, pricing, and responsibilities—before any tools hit the job site. These templates keep your team protected and your clients informed. They’re especially useful in the HVAC industry, where recurring services and emergency calls are the norm.
Templates take the guesswork out of writing up an agreement from scratch. And when you're looking to lock in consistent revenue with clear, recurring maintenance terms, having a reliable document format makes all the difference. For those diving deeper into the topic, this guide to HVAC service agreements breaks down everything from what to include in your terms to how to manage these agreements at scale.
You can find service agreement templates all over the internet. This guide sorts the best options into categories like:
Each of these categories highlights a different way to get your hands on a useful HVAC service agreement sample. Here’s a breakdown of what each type includes:
To start, we’ll look at HVAC business management platforms that include built-in service agreement templates. These aren’t just documents—they’re part of tools that help you run every part of your field service operation.
These aren’t just templates—they’re platforms that let you generate and manage HVAC service agreements while handling everything else in your workflow, from dispatch to invoicing. For a closer look at how these platforms support operations, check out this field service management software guide.
BuildOps
BuildOps is an all-in-one field service management platform that helps commercial HVAC contractors manage service contracts, automate recurring visits, and get alerts when agreements are close to expiring. Technicians and office staff can access agreements in real time, and recurring tasks are scheduled directly from the platform.
Explore BuildOps HVAC service agreement software to simplify recurring contract workflows and stay ahead of renewals.
ServiceTitan
ServiceTitan’s maintenance agreement feature is part of its broader software suite. It lets residential HVAC shops manage recurring billing, track visit histories, and automatically remind customers about upcoming services. Technicians can view and update contracts from the field. The platform leans heavily toward residential work and may lack flexibility for more complex commercial needs.
Shafer’s
Shafer’s service agreement tool works within its HVAC-specific platform to create and track service agreements. Users can set recurring tasks, attach contracts to billing schedules, and manage renewals. It’s better suited for smaller operations and might not meet the demands of larger, high-volume commercial shops.
HVAC Business Solutions
HVAC Business Solutions offers a dedicated contract software tool designed to help HVAC companies digitize and automate service agreement approvals. It focuses on streamlining customer sign-offs and keeping agreement details organized. However, limited integration options and scalability could be drawbacks for growing or enterprise-level operations.
Stay ahead of on-site risks by giving your techs the tools to work smart and safe. An HVAC safety checklist from BuildOps helps field service crews cover key safety steps before, during, and after every job. It’s a practical way to keep standards high and liability low—right from the field.
If you’re looking to skip the design work and get straight to business, a free HVAC service agreement template can give you a fast, functional starting point. These downloads usually come in editable formats like Word or PDF and are ideal for contractors who need something simple, quick, and reusable. Just plug in your company’s details, adjust the terms, and you’re ready to go.
Housecall Pro
Housecall Pro’s HVAC maintenance contract template is a downloadable Word document designed for HVAC professionals handling ongoing service work. It includes customizable sections for visit frequency, system checks, pricing terms, and customer responsibilities. The layout is clean and meant for quick edits, making it useful for residential maintenance plans. While it's free and editable, it’s fairly barebones—contractors looking for advanced terms or digital automation features will need to expand on it.
LegalZoom
LegalZoom’s HVAC maintenance contract template comes as part of their contract library. It covers essential clauses like scope of work, warranty disclaimers, and client responsibilities. The file is structured to be legally sound and is formatted for straightforward customization. Downloading requires a free account, and some customization tools are locked behind a paywall.
SampleTemplates
Sample Templates offers a pack of HVAC maintenance contract samples, each in a slightly different format. Options range from basic annual service outlines to full-page terms sheets. You can pick from DOC, PDF, and Google Docs formats depending on what fits your style. These templates can be hit or miss on formatting consistency and may require cleanup before sending to a client.
Jotform
Jotform’s HVAC installation contract template focuses on install services but can be adapted for ongoing agreements. It’s a fillable PDF with fields for scope, timeline, pricing, and digital signatures. You can edit it directly in your browser and save it as a completed agreement. It’s centered around one-time install jobs, so recurring maintenance users may need to revise heavily.
Sometimes you just need something editable and offline. These templates are typically delivered in Word, Excel, or PDF formats—easy to adjust, print, and send to clients. They’re ideal if you don’t need full-service software but want to keep your agreements organized and professional. You’ll often find these on template libraries or contractor-focused platforms.
Workyard
Workyard’s HVAC template collection includes a basic HVAC service contract among a larger set of downloadable forms. The contract is available in Microsoft Word format and covers service intervals, payment terms, customer details, and scope of work. It’s functional but lacks deeper customization or built-in digital workflows.
Template.net
Template.net’s HVAC service contract template is offered in a variety of file formats, including Microsoft Word, Google Docs, and Apple Pages. The agreement includes sections for legal terms, service details, and pricing, and can be branded with your company logo.
PandaDoc
PandaDoc’s HVAC contract template is a fully customizable digital document meant for contract creation and signing. It’s accessible online and can be exported as a PDF once completed. It includes dynamic fields, electronic signatures, and content suggestions for scope and pricing. It may be overkill if you just want a simple offline template.
Invoice Simple
Invoice Simple’s HVAC invoice template is technically an invoicing tool but can be adapted into a short-form service agreement. The downloadable file is available as a Microsoft Excel or PDF, with editable service descriptions, totals, and client info. It is, however, not ideal for full-length contracts, but useful for single-job service authorizations.
If you’re browsing for variety or need a quick plug-and-play option, online libraries offer a wide range of downloadable HVAC service agreement samples. These sites often group templates by purpose, format, or industry, so you can compare options and find one that fits your workflow. Some are free, others require signups or small fees—but all are designed to save time upfront.
DocHub
DocHub’s HVAC service contract catalog includes a collection of pre-structured legal templates that cover service terms, billing, and technician responsibilities. Templates are formatted for online editing and can be saved as PDFs or shared via email for digital signatures. You’ll need to sign up to access the full editor, and customization is somewhat limited by the platform’s interface.
Etsy
Etsy’s HVAC service agreement template listings range from basic maintenance agreements to full service contract bundles. Most sellers provide Word, Excel, or PDF versions with editable sections for company branding, service descriptions, and customer details. Template quality varies by seller, so expect to do a little digging—and read the reviews carefully, this whole process might be too time-consuming for HVAC contractors looking to speed things up.
Jotform
Jotform’s HVAC maintenance agreement PDF template is an interactive online form you can fill out and convert to a printable agreement. It’s pre-filled with common service language and supports digital signatures, making it ideal for fast turnarounds. Though convenient, it’s limited to Jotform’s interface and doesn’t export in Word or Excel formats.
TemplateLab
TemplateLab’s work order forms can be adapted for basic HVAC service agreements. While technically built for service authorization, many include fields for customer info, job scope, and cost—making them a decent choice for one-off jobs or initial agreement drafts. They lack legal terms and longer-form contract clauses, so you’ll need to supplement for recurring or commercial work.
If you need to send contracts digitally, collect e-signatures, and keep everything organized in one place, contract management software is the way to go. These platforms help HVAC businesses track agreement status, store signed documents, and automate follow-ups. They're especially useful when you’re managing dozens—or hundreds—of active service agreements.
FieldBoss
FieldBoss integrates service agreements into a broader HVAC management system built on Microsoft Dynamics. It supports digital contract tracking, recurring billing, and automated alerts for contract renewals. You can also manage customer history and link service calls directly to agreements. It just requires a Microsoft Dynamics license and may be too heavy for smaller operations.
Synchroteam
Synchroteam offers a mobile-friendly FSM platform that includes service contract tools. You can track contract details, automate technician dispatches based on agreements, and gather digital signatures through the app. It lacks some of the deeper financial tracking or custom agreement formatting offered by higher-end platforms.
Gartner Digital Markets
Gartner Digital Markets’ FSM software listings feature various contract-enabled field service tools. These listings include side-by-side comparisons of software that offer contract generation, digital signature capture, and agreement analytics. This is a directory—not a software product—so you’ll still need to choose and subscribe to an actual tool from the list.
Connecteam
Connecteam’s HVAC service app helps small to mid-sized HVAC shops create, distribute, and sign digital service agreements. It’s part of a broader toolkit for job tracking, crew communication, and form automation—all of which can be tailored to agreement management. May not have advanced agreement analytics or robust CRM integrations for large-scale commercial firms.
Whether you're pulling together your first HVAC service agreement or refining a contract you’ve used for years, having a solid template can save time and protect your bottom line. It helps set expectations with your customers, keeps your technicians aligned, and gets everyone on the same page before the work even begins.
But as your shop grows, juggling templates, spreadsheets, and PDFs starts to wear thin. That’s where the real edge comes from software—especially platforms designed to handle HVAC service agreements as part of a bigger field service system. With the right tools, you're not just filling out contracts—you’re assigning recurring work, tracking equipment tied to those agreements, and giving your field techs instant access through a mobile app that travels with them job to job.
That’s the kind of setup BuildOps delivers. If you’re running commercial projects and need more than just paperwork—like live job tracking, recurring maintenance scheduling, and techs getting service info in real time—a connected system makes a big difference.
Curious how it could work for your team? Schedule a free demo with the BuildOps platform. You’ll see how service agreements, dispatch, and field access can all come together in one place—no fluff, just tools that keep your crew moving.
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