hvac preventive maintenance forms pdf

HVAC System Preventive Maintenance Service Agreement

Instructions for Use

• Complete all bracketed fields to identify the parties, the specific equipment covered, and the frequency of service visits.
• Ensure both the Service Provider and the Client sign and date the document before the initial maintenance visit occurs.
• Retain a signed copy for your records and provide a copy to the onsite technician for each scheduled service appointment.

Parties & Definitions

This Agreement is entered into by and between [Service Provider Name], located at [Service Provider Address] ("Provider"), and [Client Name], located at [Client Address] ("Client"). The "Premises" refers to the property located at [Premises Address]. The "Equipment" refers to the HVAC systems listed in the attached Schedule A.

Operative Clauses

1. Scope of Services: Provider shall perform routine preventive maintenance on the Equipment as specified in the service checklist attached hereto as Schedule B. This includes, but is not limited to, filter replacement, coil cleaning, refrigerant level checks, and system calibration.
2. Service Frequency: Maintenance shall be performed [Number] times per year, occurring in the following months: [List Months].
3. Term and Termination: This Agreement shall commence on [Start Date] and continue for a period of [Number] year(s). Either party may terminate this Agreement with [Number] days' written notice.
4. Compensation: Client agrees to pay Provider [Dollar Amount] per [Service Visit/Year], payable within [Number] days of invoice receipt.
5. Exclusions: This Agreement covers routine maintenance only. Repair parts, labor for emergency service calls, and refrigerant replacement are not included and will be billed at Provider’s then-current standard rates.
6. Access: Client shall provide Provider with safe and reasonable access to the Premises and the Equipment during normal business hours.
7. Limitation of Liability: Provider shall not be liable for any indirect, incidental, or consequential damages arising from equipment failure, provided that Provider has performed the maintenance in a professional and workmanlike manner.
8. Governing Law: This Agreement shall be governed by the laws of the State of [State Name].

Signature & Acknowledgment

By signing below, the parties acknowledge that they have read and understood the terms of this Agreement.

Service Provider Signature: __________ Printed Name: [Name of Representative] Title: [Title] Date: [Date]

Client Signature: __________ Printed Name: [Name of Representative] Title: [Title] Date: [Date]

Legal Disclaimer: This document is a general framework and does not constitute formal legal advice. Laws regarding service contracts vary by state and municipality. Please consult with qualified legal counsel to ensure this document complies with your specific jurisdiction and business requirements.