FREE 8+ HVAC Contract Templates for Services in PDF | MS Word | Apple Pages | Google Docs

The productivity of employees at work can be greatly impacted by their surrounding environment. If this surrounding is affected by ventilation, heating or cooling problems, then it is also bound to affect the employee’s performance as well as health. To ensure that things go smoothly at your workplace, hire an HVAC service contractor to get timely maintenance and repair work done. If you’re wondering how you can come up with one, do not worry! Our service contract templates are here to instantly help you out!


Table of Content

8+ HVAC Contract Templates for Services

HVAC Maintenance Contract Template

File Format
  • MS Word
  • Pages
  • Google Docs

Size: A4, US


HVAC Service Contract Template

hvac service contract
File Format
  • Google Docs
  • MS Word
  • Pages

Size: A4, US


Prepare a comprehensive HVAC service contract by downloading our sample contract template in Word. It contains segmented information that is easy to follow and it also lists the service considerations that are relevant to the maintenance of your business’ heating, ventilation, and air conditioning systems. Hurry up and download this informative template now!

HVAC Maintenance Contract Template

hvac maintainence contract
File Format
  • Google Docs
  • MS Word
  • Pages

Size: A4, US


For the HVAC systems to work properly, professional assistance by the contractor is needed. Prepare a contract that will lay out the terms, responsibilities, and conditions for the contractor to follow by using our HVAC maintenance service contract template. Downloading this template will prove to be useful as it is quick, easy, and convenient.

RFP HVAC Equipment Sample

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HVAC Sample Maintenance Template

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HVAC Residential Service Contract

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HVAC Preventive Maintenance

hvac preventive maintenance 01 788x1020

HVAC Maintenance Contract

hvac maintenance contract 1 788x1020

HVAC Annual Maintenance Contract

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Annual HVAC Service Agreement

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Preventive risk management isn’t just limited to the obvious potential risks that often make a job a lot tougher than it is. It also involves making sure that the tools necessary for operations are safe to use as well as the equipment that makes the office a place where you can work comfortably and do your tasks as expected without the trouble of poor ventilation or such. After all, the success of a company depends on how its front liners deliver. It’s only right to give them what they need while they are working.

With the increasing importance of heating, ventilation, and air conditioning (HVAC), a forecast featured in Statista showed that the market size for the HVAC industry would reach $367.5 billion in 2030, worldwide.

According to the Bureau of Labor Statistics, the job outlook for heating, air conditioning, and refrigeration mechanics and installers from 2018 to 2028 is 13%. This number is more than twice as fast as the average, which is 5%.

Furthermore, there are over 300,000 employees for this particular occupation in 2018.

Hiring HVAC Services Contractor

hiring hvac services contractor

There are a lot of things to consider when selecting the right people for doing the task. You cannot just pick a handyman from the other side of town if you do not want to end up having to do some more work more than it should have taken. Go for those who have a license to operate. Look for numbers that show their state license in their business card. If you cannot find that there, it can be in the ads they post or on the service vehicle. If there is nothing, it is time for you to call the local offices to ask if the firm is legit. Do not settle for not knowing anything.

1. Research Helps

From there, you will be able to make a shortlist of potentially good companies that you may want to hire. Be wise enough to check with the attorney general or Better Business Bureau (BBB) office if there were any complaints pending that the contractor is involved with. This is where you will find out if you can narrow down your list to more reputable firms for you to choose from. Know what to look for so that things would not get complicated and you might end up having to do more than what was originally needed. Do enough research about firms in your local area. Ask for advice and make use of recommendations from people you trust.

2. Trust Experience

Go for the experience. You should only be working with those who are well rounded with the HVAC system and equipment. This is because when hiring a certain technician for the job, you want to make sure that the person has had the training it took for dealing with your system. It would already be too expensive for you, compared to the time and money that you can save when you hire people who have more experience. Remember that not all equipment is built to be the same. Thus, not all technicians are expected to handle some models that could be on the complicated side.

3. Ask Questions

Be sure to ask the right questions, before deciding on a company. You only want to get your cooling and heating tools working for the better. Then again, your system may just have taken a fine time of not working. Or, it could be that you just want to make sure that it is ready for the winter. So that heating contractors in your area could be useful for you to find out more about your heating. This is because even the installation of the system is best left to the experts. A task like that needs technical skills, most often than not. You would not want to mess it up by trying to do it yourself. Not unless you do not mind risking your safety and that of your employees.

4. Verify License and Insurance

The world is full of those who try to lure you into paying for something that they cannot do. So when it’s time for you to hire a contractor for HVAC service agreement, verify that the firm has a license to offer the service. Aside from that, find out if they are insured or if they have a bond. The ones who are licensed are required by law, to have insurance. Ideally, they should have two. One is general liability, the other is for workers’ compensation. This is important when it comes to paying the repair or replacing the tools of the customer when damage became unavoidable due to work negligence.

5. Reputation Counts

Reputation builds a good impression on people, especially if you are in a small town or even in the suburbs. You would then be able to make a shortlist with your top choices whose previous clients could vouch for. Remember to also check for licenses. It is still better to be safe than sorry about who you are dealing with. No matter how good they are, they also ought to have enough documents proving that they are operating legally. A contractor will only be as good as his qualifications most of the time. This is so you know that as a client, you are well protected by the law covering the technicalities of the service.

Usually, it would take years for a business to build a good record with customers. Understandably, you would only wish to stay as comfortable and safe while doing your job because that is what helps you deliver a good performance. It is therefore important, that the company’s cooling and heating system are built to last in providing you that certain need.

6. Get Estimates, Ask for Bids

A company interested to make a deal with you should be able to offer you an estimate or bids. They hand you out a proposal when you shop around. So go ahead and make your bid requests from potential contractors. This way, your options become broader and better. And you will have a good chance at scoring only the best of them. Know how to scrutinize the bids you receive. Among the proposals, look for those that you know would have the ability to ensure that brands comply with what you need. Cheap does not always mean good.

Do not be afraid to negotiate when you have set your sights on one firm. Try finding out how long the company has been in business. Experience counts for much. The track record of a contractor will speak volumes when an advertisement fails to sell them. This is a must since the chances are high that you would be dealing with the firm for years to come when it comes to maintenance for your heating needs on the system they will be installing.

Compare rates too, so that you will be able to evaluate the costs. Get properly itemized estimates after they have granted you a site evaluation. After which you can already set a good budget out of the given estimates. Manage your expectations. You may end up paying more for what the actual estimate was. Base it on what your equipment needs, especially if you have to get a new one.

When Maintenance Just Ain’t Enough

You cannot help the fact that your equipment is also subject to wear and tear. Nothing lasts forever. Not people, and certainly not things. More so with the ones you use daily especially for business, and with a lot of people needing them, no matter how expensive they were originally when you first bought and had them installed. Our contract samples ensure things don’t get too stressful for you.

Even when you take the necessary measures to make them last in good working condition, the equipment you have is bound to fail you, one way or the other, sooner or later. This is where you remedy it with maintenance and call for the services of contractors that take care of commercial heating, ventilation, air conditioning, and cooling issues in the workplace. Of course, you cannot let go of your system just yet, as it is one of the most important and one of the biggest business or personal investments you have.

Yearly maintenance checks on your equipment can only do so much. That is why people also like to give heating, ventilation, air conditioning, and cooling services or HVAC a shot. Whatever part of the country you are in, it is vital to find a reliable company in installing, repairing, and checking your system before worse comes to worst. Things like these, especially in business, need proper attention, and shouldn’t be put off for preventive risk measures. It might be the perfect time to check for leaks or any other sign of damage that can still be repaired to save it. Hence, you would need people who are good enough to do the task.

General FAQs

1. What Does an HVAC System Mean?

The term “HVAC” is an acronym for heating, ventilation, and air conditioning. It is commonly used in commercial and residential buildings to improve the air quality inside the rooms or within a space.

2. What is an HVAC Service Contract?

An HVAC service contract is a document that establishes your agreement with the HVAC service provider you plan on hiring in order to fix or maintain your heating, ventilation, and air conditioning systems.

3. What does an HVAC Service Contract Include?

The HVAC service contract will include information relating to the scope of services, service fees, payment, duration of the contract, termination, and governing law. It will also contain space towards the end of the contract for signature purposes.

4. How Often Should You Service the HVAC System?

The HVAC equipment should be thoroughly inspected, cleaned, and serviced at least once a year. It is recommended to get it serviced and checked during the beginning of every season.

5. What are the Advantages of Having an HVAC Contract?

The advantage of having an HVAC contract is that it will protect your HVAC systems from being damaged due to dust, excessive heating, and failure issues. The contract will help you keep your HVAC system running smoothly all year long.

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