What is an HVAC maintenance contract

A commercial HVAC maintenance contract is a legally binding agreement between HVAC service providers and their customers. This contract binds both parties to carry out their duties and responsibilities. The contract drafted by HVAC companies includes services such as oversight, parts replacement, maintenance schedule, and service-call priority to the client.

HVAC maintenance contracts are also known as:

HVAC Service Contract

HVAC Repair Contract

Heating Ventilation and Air Conditioning Contract

Types of HVAC maintenance contracts

Full-Service Contract: It is the most expensive type of contract. It covers parts,labor, preventive maintenance, emergency service, and replacement equipment under the same pricing.

Labor-Only Contract: It includes the labor or service technicians required for repairs, replacements, and maintenance, but does not cover parts for replacement.

Preventive Maintenance Contract: It mainly includes the periodic inspection of the HVAC system. It includes light repair work and may or may not include equipment replacement. Biannual and quarterly visits are preferred by HVAC business owners for such contracts.

What’s included in an HVAC maintenance checklist?

Keeping an HVAC maintenance checklist will help HVAC businesses to easily conduct inspections and maintenance of HVAC systems. It will assist them in identifying the signs of HVAC failure easily, address potential problems, and make sure that HVAC systems are in top shape.
Maintenance checklist for air conditioning system

Replace condenser and evaporator coils

Change air filters

Clean drain lines to ensure proper flow

Check refrigerant charge and for any possible leaks

Inspect ducts for mold, dust, and debris

Test compressors, start capacitors, and relays

Check fan motor

Check blowers and blades for proper airflow

Check for debris around the outside unit

Lubricate moving parts

Maintenance check of heating system

Replace filters on heating equipment

Examine ignition burner assembly

Inspect heat exchanger or heating elements

Inspect for gas leaks with gas furnaces

Check gas pressure

Clean the blower fan and air handler

Check thermostats and controls

Lubricate all moving parts such as bearings and motors

Replace belts and pulleys

Clear drain lines and pans of standing water to prevent overflows

Check the heat pump

Check the warranty of major parts

Key things to remember in an HVAC maintenance contract?

Drafting an HVAC maintenance contract is a time-consuming and tedious task. It involves a lot of details that may overwhelm HVAC contractors or service providers. They may not be able to put together an effective HVAC maintenance contract that explains its terms and conditions clearly.

If an HVAC contractor is considering drafting an HVAC maintenance contract, he or she might wonder what specific details need to be included in the contract. A good HVAC maintenance contract should always contain a few key things to ensure that both you and your client are protected.

The contract should state how long the company is looking to hire HVAC contractors or service providers for their services. Generally, companies hire HVAC contractors at least for one year.

The contract must mention all equipment that requires maintenance, along with its brand, model, age, serial numbers, and locations. It should also specify the warranty provided on replacement equipment.

Maintenance services required by the company should be clearly specified in the contract.

The contract should specify how often inspections or service calls will be done, i.e., the frequencies with which the company requires your routine maintenance service (weekly, monthly, or yearly maintenance).

It should also mention the business hours when the inspection or maintenance services can take place.

The contract should detail the pricing of the replacement equipment and how much you will charge the client for the services offered.

Whether an HVAC service provider opts to receive the payment at every visit or bills its clients quarterly or annually, the HVAC service contract should stipulate the payment options.

The contract should explicitly mention the permission to the service technicians of HVAC companies to access the HVAC business owner’s property.

Revv’s ready-to-use HVAC maintenance contract template

It’s important for HVAC businesses to have an HVAC maintenance contract when going to make business deals with the clients. Not only it gives clients peace of mind, but also leads to revenue from seasonal maintenance visits through the sales of replacement equipment.

The HVAC maintenance contract template offered by Revv can be customized easily as per your requirements. This standard HVAC maintenance contract template will ensure you are protected and get paid timely. The eSign feature contained in this service contract template will enable the client to accept and sign the contract instantly.