Maintenance Agreement Template (HVAC, Plumbing and More)
By BRIX Editorial Team · Updated
A maintenance agreement template is a ready-made contract for a recurring service plan. It names the customer and the equipment covered, the number of visits and what each includes, member benefits like repair discounts, what's excluded, the price and term, how renewal and cancellation work, and signatures. Use it as a starting point, not legal advice.
Key takeaways
- The complete agreement is below, plus a printable version you can fill in and save as a PDF.
- List the covered equipment by make, model and serial number. It decides what the plan actually covers.
- Spell out exclusions and the renewal and cancellation terms in plain words. That's where complaints and legal trouble come from.
- Automatic renewal and in-home sales have rules in many places. Have a local attorney review your final version.
The free maintenance agreement template
This version is written for HVAC, the trade where service agreements are most common, with notes below on adapting it for plumbing, electrical, pest control and lawn care. Copy it or download the printable file.
MAINTENANCE AGREEMENT
Parties
Service provider: ____________________ License #: ________ Phone / email: ____________
Customer: ____________________ Service address: ____________________ Phone / email: ____________
Agreement #: ________
1. Plan and term
Plan name: ________ Start date: ________ Term: ___ months
Price: $_____ per year, or $_____ per month Payment method: card on file / invoice / ACH
2. Equipment covered
Equipment 1: ________ Make/model: ________ Serial #: ________ Location: ________
Equipment 2: ________ Make/model: ________ Serial #: ________ Location: ________
Only the equipment listed here is covered. Equipment added later can be added by written amendment.
3. What's included
___ maintenance visits per term: (e.g. one spring cooling visit and one fall heating visit).
Each visit includes: ______________________________ (attach or list your checklist).
Member benefits: priority scheduling over non-members; ___% off repair parts and labor; trip / diagnostic fee waived during business hours; ________.
4. What's not included
Repair parts and labor beyond the member discount; refrigerant; ductwork; equipment replacement; code upgrades; damage from misuse, neglect, power surges, flooding or other causes outside normal wear; conditions found at the first visit that existed before this agreement.
5. Scheduling
We will contact you to schedule each visit / You call us to schedule each visit (choose one).
If a visit can't be scheduled within the term because of us, ________. If because of you, ________.
6. Renewal (choose one)
(a) This agreement ends at the end of the term unless you choose to renew.
(b) This agreement renews automatically for another ___-month term at the then-current price unless you cancel. We will remind you at least ___ days before it renews and tell you the renewal price and how to cancel.
7. Cancellation and refunds
You may cancel at any time by ________ (phone, email or online).
Refund: ________ (e.g. a pro-rated refund of the unused term, minus the regular price of visits and discounts already used).
If this agreement was sold in your home, you may have a right to cancel within three business days. See the attached Notice of Cancellation, if one applies.
8. Other terms
Transfer: ________ (e.g. transfers to a new owner of the home at no charge).
Access: you agree to provide safe access to the equipment.
Limitation of liability and disputes: ________ (have an attorney draft this section).
Signatures
Customer: ____________________ Printed name: ____________ Date: ________
Company representative: ____________________ Date: ________
Download the template
What should a maintenance agreement include?
A maintenance agreement should make three things obvious: what the customer gets, what they don't get, and how the plan starts, renews and ends. Most disputes over service plans come from a customer believing a repair was covered or not knowing the plan renewed.
| Section | Why it's there |
|---|---|
| Equipment covered | Ties the plan to specific units. Without it, a customer can argue the second system or the water heater was covered too. |
| Visits and checklist | Sets what a tune-up includes. Attach your checklist so every tech delivers the same visit. |
| Member benefits | The reasons to sign: priority service, repair discounts, waived fees. Keep them simple enough to explain at the kitchen table. |
| Exclusions | The most important section for avoiding disputes. A plan is a maintenance and discount program, not a warranty, unless you price it as one. |
| Renewal | If the plan renews automatically, say so clearly, remind the customer before it renews and state the price. California's Automatic Renewal Law, for example, regulates automatically renewing offers to consumers. |
| Cancellation and refunds | Tell customers exactly how to cancel. Plans sold in the customer's home may also be subject to the FTC's three-day Cooling-Off Rule. |
| Signatures and date | Proof the customer agreed to the price, renewal and cancellation terms. |
Filled example: two-visit HVAC comfort plan
Here's how a residential HVAC company might fill out the key terms for one gas furnace and one central AC. Prices and benefits are illustrative; price your own plan with the maintenance agreement calculator.
| Term | Filled in |
|---|---|
| Price and term | $199 per year or $18 per month, 12 months |
| Equipment | Gas furnace (make, model, serial) in basement; 3-ton central AC (make, model, serial) on side yard pad |
| Visits | Spring AC tune-up (April–May), fall furnace safety inspection (September–October) |
| Benefits | Priority scheduling, 15% off repairs, no diagnostic fee during business hours, one standard filter per visit |
| Exclusions | Refrigerant, ductwork, equipment replacement, damage from flooding or surges, pre-existing conditions found at visit one |
| Renewal | Renews automatically at the then-current price; email and text reminder 30 days before, with the price and a one-step way to cancel |
| Cancellation | Cancel anytime by phone or email; pro-rated refund of the unused term minus the regular price of visits and discounts used |
How do maintenance agreements differ by trade?
| Trade | Typical visits and benefits | Exclusions to spell out |
|---|---|---|
| HVAC | Spring cooling and fall heating tune-ups, filter, priority service, repair discount | Refrigerant, ductwork, replacement, pre-existing conditions |
| Plumbing | Annual inspection, water heater flush, drain check, fixture leak check, discount | Sewer line repairs, clogs from misuse, fixture replacement |
| Electrical | Annual safety inspection, panel check, surge protection check, smoke detector test | Code upgrades, utility-side issues, device replacement |
| Pest control | Quarterly or bi-monthly service, free re-treat between visits | Termites unless a separate bond, wildlife, structural repairs |
| Lawn and landscaping | Seasonal fertilization or weed-control rounds, aeration, cleanups | Weather damage, irrigation repairs, plant replacement |
| Generators | Annual or semi-annual service, oil and filter, load test | Fuel, parts beyond discount, storm-season emergency rates |
| Garage doors | Annual tune-up, lubrication, balance and safety test | Springs and openers unless priced in, damage from impact |
Common maintenance agreement mistakes
- Calling it a warranty. If repairs aren't included, don't use words that suggest they are. Say "discount" and list exclusions.
- Not listing the equipment. Plans without serial numbers lead to "you said it covered everything" arguments.
- Hidden auto-renewal. Renewing and charging a card without a clear disclosure and reminder causes chargebacks, bad reviews and possible legal trouble.
- Making cancellation hard. A customer who can't find out how to cancel files a dispute instead.
- Selling visits you can't staff. If 300 members all want a spring tune-up in May, schedule early and spread them out. See how to sell maintenance agreements.
- Underpricing the plan. Count the visit labor, the discount you give away and the filters. Check it with the calculator.
Frequently asked questions
What is a maintenance agreement?
It's a contract where a customer pays a yearly or monthly fee for scheduled maintenance visits and member perks such as priority service and repair discounts. For the business, it creates recurring revenue and fills slow seasons. See our full explainer on maintenance agreements.
Is a maintenance agreement the same as a home warranty?
No. A maintenance agreement pays for scheduled upkeep and gives discounts on repairs. A home warranty or service contract pays for covered repairs or replacements, and some states regulate those as insurance-like products. Don't describe your plan as covering repairs unless it does.
Can a maintenance agreement renew automatically?
Yes, but many states regulate automatic renewals to consumers, typically requiring a clear disclosure, the customer's consent and an easy way to cancel. California's Automatic Renewal Law is one example. Have an attorney check your renewal language for each state you work in.
How much should I charge for an HVAC maintenance agreement?
Price it from your costs: the labor for each visit, materials such as filters, the value of the repair discount and fee waivers, plus overhead and profit. Our maintenance agreement calculator walks through the math with presets for HVAC, plumbing, pest and lawn.
Do customers have to sign a maintenance agreement?
A signature, paper or electronic, is the best proof the customer agreed to the price, renewal and cancellation terms. It matters most when you charge a card on file automatically, because it helps you answer chargebacks.
What happens to the agreement if the customer sells the house?
Whatever your agreement says. Many contractors let it transfer to the new owner for free, which is a selling point and a way to meet the new homeowner. Put the transfer rule in writing either way.
Related
- What Is a Maintenance Agreement?What a maintenance agreement is, what to include, how to price one so every visit makes money, and how HVAC, plumbing and electrical shops structure them.
- How to Sell Maintenance AgreementsHow to sell maintenance agreements on the phone, at the door and after the job: when to offer, what techs should say, word-for-word scripts and the math.
- Maintenance Agreement Pricing CalculatorPrice HVAC, plumbing, pest control and lawn care maintenance agreements from your real costs. Get yearly and monthly prices, margin and tech hours needed.
- What Is a Membership Program for Home Services?How a home service membership program works, what perks to include, how to price tiers and measure churn, with examples for HVAC, plumbing and electrical.
- Contractor Estimate TemplateFree contractor estimate template with scope, price breakdown, options, exclusions and a signature line. Filled HVAC example and trade tips.
- Appointment Reminder Text TemplatesFree appointment reminder text templates for service businesses: confirmations, day-before reminders, on-the-way, running late, reschedules and no-shows.
- HVAC CSR Script for Booking Service CallsFree HVAC CSR script for booking calls: greeting, triage questions, safety calls, fee disclosure, price objections and the close. Copy or download it.
- Scheduling and Dispatch Software That Puts the Right Crew on Every JobScheduling and dispatch that puts the right crew on the right job by skills, location and availability, with jobs booked straight from the phone.
- What Is a Mechanic's Lien?How a mechanic's lien works for contractors, with notice, filing and enforcement deadlines from six state statutes and a worked example.
- What Is a Lien Waiver?What a lien waiver is, conditional vs. unconditional and progress vs. final waivers, and which states require statutory forms, with sources.
Sources
- Federal Trade Commission, Buyer's Remorse: The FTC's Cooling-Off Rule May Help (checked October 19, 2026)
- California Legislative Information: Business and Professions Code §17600–17606 (Automatic Renewal Law) (checked October 12, 2026)