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02 · Parties & System Details2 / 6

Parties

This HVAC Maintenance Agreement (“Agreement”) is entered into on Agreement Date between Acme Climate Co. (“Contractor”) and Sarah Mitchell / Mitchell & Co. (“Customer”).

Customer

Name: Sarah Mitchell

Company: Mitchell & Co.

Address: 22 Wattle Rd, Paddington QLD 4064

Email/Phone: sarah@mitchellco.com.au / 0423 456 789

Contractor

Company: Acme Climate Co.

Contact: Daniel Reyes

Address: 14 Banksia St

Email/Phone: daniel@acmeclimate.com.au / 0412 345 678

License: License Number

HVAC System Details

System Type: System Type (Split / Ducted / RTU / Heat Pump.

Units Covered: Units Covered

Make/Model: Make Model

Service Location: Indoor Outdoor Locations

03 · Plan Overview + What’s Included3 / 6

Maintenance Plan Options

Choose a plan that matches usage, seasonality, and comfort requirements.

Basic Care

Visits Per Year Basic scheduled visits/year
Safety inspection + cleaning
Filter check (replace if supplied)
Best for: low usage / small systems

Standard Care

Visits Per Year Standard visits/year (cooling + heating seasons)
Performance checks + tune-up
Priority scheduling
Best for: most homes & small businesses

Premium Protection

Visits Per Year Premium visits/year
Deeper inspection + efficiency check
After-hours priority (optional)
Best for: heavy usage / commercial

Included in Every Plan

Seasonal inspection and system health check
Thermostat and control check
Airflow and temperature split verification
Electrical safety check (where accessible)
Drain line/condensate inspection
Basic cleaning of accessible components
Written service report after each visit

Not Included

Major repairs, refrigerant top-ups, or part replacements
Duct replacement/cleaning beyond light inspection
Electrical work outside HVAC scope
Access work (roof lifts, scaffolding) unless noted

04 · Service Schedule4 / 6

Service Schedule

Scheduled visits will be coordinated with the Customer and completed within the agreed service windows.

Service Schedule Table

Visit	Target Window	Focus	Notes
Visit 1	Window1	Cooling Preparation	Filters, coils, drains
Visit 2	Window2	Heating Preparation	Ignition/ safety checks
Optional	Window3	Mid-season check	For heavy-use sites

Maintenance Checklist

Cooling Service Includes

Check refrigerant system performance (non-invasive)
Clean accessible outdoor/indoor coil surfaces
Inspect condensate drain and tray
Verify airflow and thermostat response

Heating Service Includes

Inspect heating operation and safety cut-outs
Check electrical connections and wear indicators
Verify temperature rise and airflow stability
Inspect visible duct connections (as accessible)

05 · Pricing & Payments5 / 6

Pricing

Selected Plan: Selected Plan

Agreement Price: $4,950.00

Covered Item	Price	Qty	Amount	GST	Total
Scheduled maintenance visits	$500.00	3	$1,500.00	$150.00	$1,650.00
Filters (if included)	$1,200.00	4	$4,800.00	$480.00	$5,280.00
Multi-site admin (optional)	$750.00	1	$750.00	$75.00	$825.00

	Price	GST	Total
One-off Costs	$7,050.00	$705.00	$7,755.00
Total	$7,050.00	$705.00	$7,755.00

Payment Terms

Billing frequency: Billing Frequency (monthly/annual)
Payment due: Payment Timing
Accepted methods: Payment Methods
Late payments: Late Payment Policy Short

06 · Terms & Conditions6 / 6

Terms & Conditions

Scope & Variations

This agreement covers scheduled maintenance only. Repairs, parts, or additional services will be quoted separately for approval before work begins.

Scheduling

We will coordinate maintenance windows in advance. Missed appointments due to access or site restrictions may be rescheduled and may incur a call-out fee: Callout Fee Policy.

Cancellation & Termination

Either party may cancel with Cancellation Notice Days days written notice.
If cancelled early, charges apply for services already delivered and any non-refundable costs incurred.

Customer Responsibilities

Customer provides safe access to units and informs the contractor of known hazards, restricted areas, or special site requirements.

Repairs & Approvals

If issues are identified during maintenance, we will provide recommendations and pricing before proceeding.

Warranty

Workmanship on maintenance tasks is covered for Workmanship Warranty Period.
Manufacturer warranties apply to parts supplied (if any).
Warranty excludes wear-and-tear, misuse, third-party modifications, and pre-existing faults.

Acceptance

By signing below, both parties agree to the scope, schedule, pricing, and terms in this HVAC Maintenance Agreement.

Signed by:

Sarah Mitchell

Mitchell & Co.

Signed by:

Daniel Reyes

Acme Climate Co.

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About this template

How this agreement works

HVAC Maintenance Agreement Template that helps contractors and property managers set clear service terms for routine HVAC inspections, seasonal tune-ups, pricing, scheduling, cancellations, and warranty coverage. Built for QuoteCloud, it includes scannable plan options, maintenance checklists, and e-sign acceptance so you can send, approve, and manage ongoing HVAC service agreements faster. The 6 pages cover Cover Page, Parties & System Details, Plan Overview + What’s Included, Service Schedule, Pricing & Payments and Terms & Conditions. Start from this agreement, add your logo, prices and terms, then send it as a live link your client signs online.

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