Templates

HVAC contract template with AI

A professional HVAC contract template you can use as-is or customize in our contract builder.

Get started

Includes

What HVAC contract includes

SERVICES

FEES & PAYMENT

SCHEDULE & CANCELLATIONS

ACCESS, KEYS & SAFETY

PETS & SPECIAL CONDITIONS

EXCLUSIONS

TERM & TERMINATION

LIABILITY & DAMAGE

GOVERNING LAW & DISPUTE RESOLUTION

GENERAL PROVISIONS

SIGNATURES

AI-generated HVAC contract template PDF

HVAC Services Agreement

This HVAC Services Agreement (the "Agreement") is dated as of ____________ (the "Effective Date"), by and between ______________________________ (the "Provider") and ______________________________ (the "Client") (collectively, the "Parties"). The Parties agree as follows:

This is a general business document for HVAC inspection, repair, and maintenance services in the United States. It is not tailored to any specific state or situation and is not legal advice. The Parties should have a qualified professional review and customize it before signing.

Core terms

1. SERVICES:

1.1 Provider will perform HVAC inspection, repair, and maintenance services for Client on a one-time basis (the "Services"). 1.2 The Services will focus on the HVAC equipment and related components located at the property designated by Client in the work order or estimate. Provider will not work on areas that are unsafe to access. 1.3 The specific tasks, equipment to be serviced, and any parts to be supplied will be described in a written estimate, work order, or attached Service Schedule, which will be incorporated into this Agreement by reference. If more space is needed to describe the Services, the Parties may attach an additional checklist or appendix and sign or initial it. 1.4 Provider will perform the Services in a commercially reasonable manner, using appropriately trained personnel and standard tools and materials for HVAC work. 1.5 Client will provide accurate information about the HVAC systems, including any known issues, prior repairs, or manufacturer requirements that may affect the Services. 1.6 Client is responsible for ensuring safe access to work areas, including clear pathways to HVAC equipment, adequate lighting, and a safe working environment.

This clause explains that the Provider will perform one-time HVAC inspection, repair, and maintenance at the Client’s property as described in an estimate, work order, or schedule. It clarifies that more detailed task lists can be attached, that work must be done in a commercially reasonable way, and that the Client must ensure safe access and share relevant information about the system.

2. FEES & PAYMENT:

2.1 Client will pay Provider for the Services on an hourly basis at a rate of $85 per hour, with a minimum charge of 2 hours per visit. 2.2 Time will be billed in increments of not less than 30 minutes after the first 2 hours. Time spent obtaining Client-approved parts or materials for that visit may be billed as part of the hourly Services. 2.3 Unless otherwise stated in the estimate or work order, the hourly rate does not include the cost of parts, replacement equipment, permits, disposal fees, or third-party services, which will be billed separately if approved by Client. 2.4 Provider will issue an invoice to Client upon completion of the Services, or at another billing time stated in the estimate or work order. Unless otherwise stated in the invoice, payment is due in full upon completion of the Services on the service date. 2.5 Client will pay all undisputed amounts when due. If Client disputes any part of an invoice, Client must notify Provider in writing within 7 days of receiving the invoice and pay the undisputed portion while the Parties discuss the disputed amount. 2.6 If any amount remains unpaid 15 days after the due date, Provider may charge a late fee or interest at a reasonable monthly rate stated on the invoice, and may pause further work until the account is current. 2.7 All fees are in U.S. dollars (USD). Client is responsible for any bank fees or charges related to the method of payment, unless caused by Provider’s error.

This clause states that the Client pays $85 per hour with a 2-hour minimum, explains how additional time is billed, and clarifies that parts and similar costs are extra. It sets when invoices are issued, when payment is due, how disputes must be raised, and what happens if payment is late.

3. SCHEDULE & CANCELLATIONS:

3.1 The Parties will agree on a service date and arrival window in advance by email, text message, or phone. Any time given is an estimate, and actual arrival may vary due to traffic, emergency calls, or other reasonable delays. 3.2 Client must give at least 24 hours’ notice to cancel or reschedule an appointment without penalty. Client may cancel or reschedule by calling, texting, or emailing Provider using the contact details supplied on the estimate, work order, or Provider’s website. 3.3 If Client cancels or reschedules with less than 24 hours’ notice, or if Provider arrives and cannot access the property or equipment for reasons within Client’s control, Provider may charge the full fee that would have applied to the scheduled appointment, including the 2-hour minimum. 3.4 If Provider needs to reschedule due to illness, safety concerns, equipment failure, or other reasons beyond Provider’s reasonable control, Provider will notify Client as soon as practical and offer a new service time. Provider will not charge a cancellation fee in this situation. 3.5 If repeated cancellations or access issues occur, Provider may require prepayment for future appointments or may terminate this Agreement under the termination clause.

This clause sets how appointments are scheduled, how the Client can cancel or reschedule, and what happens if changes are made late. The Client must give at least 24 hours’ notice to avoid a charge; late cancellations or access problems can be billed at the full expected fee. It also covers what happens if the Provider has to reschedule.

4. ACCESS, KEYS & SAFETY:

4.1 Client will ensure safe access to work areas, including clear and unlocked paths to all HVAC equipment, electrical panels, and vents, and any required parking or building entry instructions. 4.2 If keys, access codes, or gate information are needed, Client will provide them in advance or ensure someone is present to grant access at the scheduled time. 4.3 Provider may refuse or pause work if the work area is unsafe, unsanitary, blocked, or if weather or other conditions make the work unreasonably risky. In that case, if the condition is within Client’s control, Provider may charge a trip fee up to the 2-hour minimum. 4.4 Client is responsible for securing valuables, fragile items, and personal property near the work area. Provider will take reasonable care but is not responsible for pre-existing damage or for damage caused by items placed in unsafe locations by Client. 4.5 Client authorizes Provider to shut off and restart HVAC systems, power, fuel supplies, and related equipment as reasonably needed to perform the Services.

This clause explains how the Client must provide safe and timely access to the HVAC work areas, including any needed keys or codes. It allows the Provider to refuse or pause work if conditions are unsafe and to charge a fee if the issue is within the Client’s control. It also confirms that the Provider may turn systems off and on as needed for service and that the Client should protect fragile or valuable items.

Risk & exceptions

5. PETS & SPECIAL CONDITIONS:

5.1 If pets are present at the property, Client will secure them in a way that keeps them and Provider’s personnel safe and prevents them from entering work areas. 5.2 Client will inform Provider before the visit of any known hazards, such as aggressive animals, hazardous materials, mold, asbestos, or structural issues that could affect safety. 5.3 Provider may stop work and request that hazards be addressed before continuing. If the hazard is within Client’s control and prevents work from proceeding, Provider may charge a trip fee up to the 2-hour minimum for that visit. 5.4 Provider is not responsible for injury to unattended pets that enter the work area without Provider’s fault, or for damage caused by pets interfering with equipment or tools after Provider has left the site.

This clause covers situations where pets or other special conditions exist at the property. The Client must secure pets and disclose hazards so that HVAC work can be done safely. The Provider can stop work if conditions are unsafe and may charge a trip fee if the Client-controlled hazards prevent work. It also limits the Provider’s responsibility for injuries to unattended pets or damage caused by pets that interfere with equipment.

6. EXCLUSIONS:

6.1 Unless specifically stated in the estimate, work order, or Service Schedule, the Services do not include: (a) Architectural, structural, or engineering services; (b) Major system redesign, duct replacement, or new equipment installation; (c) Repair of unrelated electrical, plumbing, or roofing issues; (d) Cosmetic work such as painting, patching walls, or finishing surfaces after access openings; (e) Asbestos, lead, mold, or other hazardous material testing, removal, or remediation; (f) Ongoing monitoring, remote system management, or emergency on-call services beyond the one-time visit. 6.2 Provider is not responsible for failure of HVAC equipment due to age, pre-existing defects, manufacturer defects, lack of prior maintenance, improper installation by others, or conditions outside Provider’s control. 6.3 Any additional work outside the described Services must be agreed to by the Parties in writing, which may include email or text message confirmation, and may be billed at the same or a different rate as stated by Provider.

This clause lists what is not included in the Services, such as engineering work, major redesigns, hazardous material remediation, cosmetic repairs, and ongoing monitoring. It also states that the Provider is not responsible for system failures caused by age, defects, or past work by others. Extra work must be agreed to separately in writing.

8. LIABILITY & DAMAGE:

8.1 Provider will use reasonable care when performing the Services. If Provider damages Client’s property through Provider’s failure to use reasonable care, Provider will, at its option, repair the damage, arrange for repair, or pay the reasonable cost of repair, subject to the limits in this Section. 8.2 Client will promptly notify Provider in writing of any damage or claimed loss related to the Services, and will give Provider a reasonable opportunity to inspect and, if appropriate, repair or arrange for repair. 8.3 Client is responsible for damage or injury caused by unsafe site conditions, hidden defects, improper prior work by others, failure to follow Provider’s instructions, or interference by pets, occupants, or other contractors. 8.4 To the maximum extent allowed by applicable rules, neither Party will be responsible to the other for any lost profits, loss of use, or other indirect or special damages arising out of the Services. 8.5 Except for Client’s payment obligations, and except for damages caused by a Party’s intentional misconduct, the total combined liability of Provider to Client for any and all claims arising out of or related to the Services, whether in contract, tort, or otherwise, is limited to five hundred U.S. dollars (USD $500) in the aggregate. 8.6 Nothing in this Agreement requires either Party to pay for damage caused by the other Party’s intentional misconduct.

This clause explains how damage and liability will be handled. The Provider agrees to use reasonable care and to repair or pay for property damage it negligently causes, but only up to a total of $500. It excludes lost profits and similar indirect losses, and makes the Client responsible for damage caused by unsafe conditions, prior bad work, or interference by others.

Legal wrap-up

7. TERM & TERMINATION:

7.1 This Agreement starts on the Effective Date and continues until the one-time Services are completed and all invoices are paid, unless ended earlier under this clause. 7.2 Either Party may terminate this Agreement for any reason before the scheduled service date by giving written notice to the other Party. 7.3 If Client terminates after a service date has been scheduled but before work starts, the cancellation policy in Section 3 will apply. If termination occurs during an active visit, Client will pay for all Services performed and costs incurred up to the time work stops, with a minimum of the 2-hour charge. 7.4 Either Party may terminate this Agreement immediately if the other Party materially breaches this Agreement and does not fix the breach within a reasonable time after written notice, or if continuing work would be unsafe or unlawful. 7.5 Termination will not relieve Client of the obligation to pay any amounts already due for Services performed before the termination date.

This clause explains when the Agreement begins and ends, and how either side can terminate it. It links termination to the cancellation policy, requires the Client to pay for work done up to termination, and allows immediate termination for serious breach or unsafe or unlawful conditions.

9. GOVERNING LAW & DISPUTE RESOLUTION:

9.1 This Agreement will be governed by and interpreted under the laws of the state where the Services are primarily performed, without regard to its conflict-of-laws rules. 9.2 The Parties will first try in good faith to resolve any dispute related to this Agreement by discussing the issue and allowing a reasonable time to respond. 9.3 If the Parties cannot resolve a dispute informally, either Party may pursue any business remedies available in the courts or through agreed alternative dispute resolution methods such as mediation. 9.4 Each Party will be responsible for its own costs and expenses in any dispute, including any attorney or advisor fees, unless a separate written agreement or decision in that dispute states otherwise.

This clause states that the laws of the state where the work takes place govern the Agreement. It encourages the Parties to try to resolve disputes informally first, and then allows either side to use courts or other agreed methods like mediation. Each side normally pays its own dispute-related expenses.

10. GENERAL PROVISIONS:

10.1 Entire Agreement. This Agreement, together with any estimates, work orders, Service Schedules, and written addenda that reference this Agreement, contains the entire understanding between the Parties about the Services and replaces any earlier written or oral understandings on the same subject. 10.2 Amendments. Any change to this Agreement must be in writing and agreed to by both Parties. Email or text message confirmation from both Parties is sufficient to amend specific scheduling details, scope adjustments, or pricing, as long as it clearly refers to this Agreement or a related work order. 10.3 No Waiver. If either Party does not enforce any part of this Agreement at any time, that does not mean they give up the right to enforce it later. 10.4 Severability. If any part of this Agreement is found to be invalid or unenforceable, the remaining parts will still apply. The Parties will replace any invalid part with a valid term that most closely matches the original intent. 10.5 Assignment. Neither Party may assign or transfer its rights or obligations under this Agreement to another person or business without the other Party’s written consent, except that Provider may use employees, subcontractors, or technicians to perform the Services. 10.6 Independent Contractor. Provider is an independent contractor and not an employee of Client. Nothing in this Agreement creates a partnership, joint venture, or employment relationship between the Parties. 10.7 Notices. Formal notices under this Agreement must be sent by email or mail to the contact information listed on the estimate, work order, or signature block, or to any updated contact details provided in writing by a Party.

This clause contains standard contract terms. It states that this document and related estimates and work orders make up the whole agreement, that changes must be in writing, that not enforcing a term once does not waive it, and that invalid terms do not affect the rest. It also covers assignment, confirms the Provider is an independent contractor, and explains how formal notices should be sent.

11. SIGNATURES:

IN WITNESS WHEREOF, the Parties have agreed to this HVAC Services Agreement as of the Effective Date. PROVIDER: Name: ______________________________ Title: ______________________________ Business Name: ______________________________ Signature: ______________________________ Date: ____ / ____ / __________ CLIENT: Name: ______________________________ Title (if applicable): ______________________________ Company Name (if applicable): ______________________________ Signature: ______________________________ Date: ____ / ____ / __________

This clause provides spaces for both the Provider and the Client to sign and date the Agreement, confirming that they agree to its terms.

FAQ

What is a HVAC contract?

A HVAC contract is a service agreement tailored to HVAC contract work. It defines scope, fees, schedule, responsibilities, and risk allocation, and the exact clauses vary by service category.

Who is this contract for?

For service providers and clients, including independent contractors, freelancers, agencies, managed service firms, homeowners, property managers, and businesses.

How to get a HVAC contract customizable?

Describe your service in plain language, the AI turns it into a structured brief and generates the draft. Then you can rewrite a clause with one click and download the final contract.

How to write a HVAC contract?

Start with parties and scope, then add fees, schedule, access, and deliverables. Emphasize risk sections like cancellations, liability, damages, exclusions, termination, and dispute handling.

Can I download the contract as PDF or Word?

Yes. After the draft is generated, you can export it as PDF or Word when available.

Is this a contract builder or just a template?

It's an advanced AI contract generator built on professional contract knowledge, producing a ready-to-use agreement rather than a static template.

Need a customized contract?

Build your HVAC contract with our AI contract builder.

Get started