HVAC Contract Template & Builder
Build a professional HVAC service agreement in minutes. Our builder helps you cover scope, response times, pricing, change orders, warranties, maintenance, and compliance, with tips for U.S. state specifics. Generate a free draft, then export to Word/PDF or e-sign.
What Is an HVAC Contract?
An HVAC contract (also called a service agreement, maintenance agreement, or installation contract) defines the work to be performed on heating, ventilation, and air-conditioning systems, pricing and payment terms, scheduling and response times, responsibilities, and legal protections for both parties.
Use it for repairs, change-outs, new installs, PM plans, and small commercial service. For larger commercial projects, pair this with your proposal, submittals, and insurance certificates.
HVAC Contract Must-Haves
- Parties & Site: Legal names, property address, access requirements, rooftop/attic access if applicable.
- Scope of Work: Repair/replace/maintain; covered systems (split/packaged, heat pump, furnace/boiler, mini-split, RTU, ERV/HRV, controls), exclusions (ductwork, electrical upgrades, permits if not included).
- Service Levels: Standard vs. emergency response, after-hours rates, weather delay language.
- Pricing: Flat-rate or time-and-materials; trip fees; parts sourcing/mark-up; mobilization if needed.
- Change Orders: Required for hidden conditions or scope changes; must be written or e-signed.
- Customer Responsibilities: Filters, clearances, electrical/gas availability, HOA/condo approvals, roof access.
- Warranty: Labor warranty window; manufacturer pass-through; reasonable exclusions (misuse, neglect, extreme weather, corrosion, non-payment).
- Compliance: Permits/inspections, energy/mechanical code triggers (duct testing, ventilation, controls), EPA refrigerant handling, roof fall-protection protocols.
- Payment Terms: Deposit, milestones, due-on-completion, late fees; lien notices/waivers where applicable.
- Termination & Disputes: For convenience vs. cause, cure period, venue/governing law.
How the Builder Works
- Answer a few questions about job type (repair, change-out, new install, maintenance) and site specifics.
- Choose clauses for pricing, response times, warranties, and maintenance.
- Add state notes (permits/inspections, licensing, liens, cooling-off where relevant).
- Generate your draft and export to Word/PDF or e-sign.
Copy-Ready Clause Examples
Scope of Work
Contractor will diagnose and repair the listed HVAC equipment at the Premises. Replacement parts may be OEM or equivalent as permitted. Any work not expressly listed (duct modifications, electrical upgrades, structural changes) is excluded unless added by change order.
Service Response & After-Hours
Standard response is next business day for non-emergency calls. Emergency service outside business hours is billed at the after-hours rate. Weather and access limitations may affect response times.
Change Orders
No change in scope, parts, or price is valid unless authorized by a written or electronic change order signed by both parties.
Warranty
Labor is warranted for {{X}} days from completion. Manufacturer warranties apply to parts. Warranty excludes misuse, neglect, non-payment, code violations not in Contractor’s scope, and damage from flooding, wind, or corrosion.
Permits & Code
Where required, permits and inspections will be obtained as stated in the Scope. If energy/mechanical code triggers testing (e.g., duct leakage, ventilation, controls), associated fees and responsibilities are listed in the contract.
Pricing Templates
Flat-Rate Example
Flat-Rate Replacement: Contractor will replace the condenser fan motor on the {{system size}} split system at {{address}} for a fixed price of ${{amount}} plus applicable taxes/permit fees. Includes travel within {{radius}} miles and standard disposal.
Time & Materials Example
Labor: ${{rate}}/hour (first hour billable in full, then 30-min increments).
Materials: Cost + {{markup}}% handling.
Trip Fee: ${{trip}} per on-site visit (waived for maintenance members).
Going State-by-State
Need state considerations (permits, licensing, energy code, liens)? Use our U.S. hub and state pages:
HVAC Contract — FAQs
Do I need permits in every job?
Permits/inspections depend on local AHJ rules and scope (e.g., equipment change-out vs. minor repair). Your state page covers common triggers—always confirm locally.
How should I price—flat-rate or time & materials?
Flat-rate is predictable and easy to sell; T&M is flexible for diagnostics and unknowns. Many contractors use flat-rate for common repairs and T&M for complex troubleshooting.
What about the three-day right to cancel?
Covered in-home solicitations typically include a 3-business-day cooling-off right. If it applies, attach the written notice to your agreement.
Can I use this for commercial work?
Yes—add commercial terms (after-hours access, rooftop safety, certificates of insurance, commissioning/controls language).
Is this legal advice?
No. This is business guidance. For large or complex projects, confirm local rules or consult counsel.
Instant draft · Export to Word/PDF · Optional e-sign