Built for an ongoing contractor-to-business relationship rather than a one-off installation project.
COMMERCIAL HVAC MAINTENANCE AGREEMENT TEMPLATE
Built For The HVAC Contractors Who Keep Businesses Running.
Scheduled PM. Service Calls. After-Hours Work. Equipment Records. One Professional Agreement.
A professional Commercial HVAC Maintenance Agreement Template for U.S. HVAC contractors managing ongoing service relationships with businesses, property managers and facility teams. Built around covered equipment, preventive maintenance schedules, service calls, repair authorization, emergency and after-hours work, reporting, billing and renewal.
This is not an HVAC installation contract. It is designed for the recurring commercial relationship after the systems are already in place: the RTUs, AHUs, split systems, heat pumps, controls and other covered HVAC assets your technicians inspect, maintain, troubleshoot and return to throughout the agreement term.
EQUIPMENT LIST→PM SCHEDULE→SERVICE VISITS→FINDINGS→AUTHORIZED REPAIRS→SERVICE CALLS→REPORTING→RENEWAL
ONE CUSTOMER CAN MEAN MULTIPLE SITES, DOZENS OF UNITS AND A YEAR OF SERVICE.
Commercial maintenance paperwork needs more than a sentence saying “maintain HVAC.” It should give the contractor and customer a working framework for what equipment is covered, how often planned maintenance takes place, what happens when a technician finds a repair, who can authorize extra work, what applies after hours and how the service relationship is renewed or ended.
THE KNOWLEDGE BEHIND THE AGREEMENT
01Commercial Service Structure
02HVAC Asset + PM Knowledge
03Service Call Administration
04Attorney Knowledge
Designed around equipment schedules, unit identification, planned maintenance visits and technician findings.
Supports normal-hours service, emergency and after-hours work, authorization limits and commercial contacts.
Professional legal input helps turn real commercial HVAC service requirements into structured agreement paperwork.
PM AGREEMENTRTUAHUEQUIPMENT SCHEDULESERVICE CALLSAFTER-HOURSRESPONSE TARGETSEPA 608CONTROLS / BASRENEWAL
TRUSTED BY CONTRACTORS ACROSS THE NATION
BUILT FOR RECURRING COMMERCIAL SERVICE
ONE AGREEMENT.
ONE AGREEMENT.
A BETTER WAY TO MANAGE
YOUR SERVICE CUSTOMERS.
This is paperwork designed to become part of your commercial HVAC service operation. Set out the maintenance program, covered assets, service-call rules and commercial terms once, then personalize the agreement for each suitable business customer and reuse the system.
COMMERCIAL CONTRACT$74.99
ONE TIME PURCHASENO SUBSCRIPTIONREUSE WITH FUTURE CUSTOMERS2 years FREE UPDATES
INCLUDED WITH YOUR PURCHASE
A Commercial HVAC Maintenance Document System.
01
Commercial HVAC Maintenance & Service Agreement
The main recurring contractor-to-business agreement covering the maintenance program, service relationship, billing, repairs, service calls, renewal and termination.
02
HVAC Equipment Asset & Preventive Maintenance Schedule
Record the sites and covered units, including unit tag, equipment type, make/model, serial number, location and the planned maintenance schedule.
03
Commercial HVAC Service Call / Work Authorization Form
A professional way to document additional service calls and repairs requiring customer authorization outside the scheduled PM scope.
04
Preventive Maintenance Visit & Service Report
Record the visit, equipment serviced, technician findings, recommendations and follow-up work for the commercial customer.
WHY A COMMERCIAL HVAC SERVICE AGREEMENT NEEDS ITS OWN STRUCTURE
A Maintenance Contract Should Manage The Service Relationship.
A commercial HVAC preventive maintenance agreement can run for months or years, across multiple units and sometimes multiple sites. The agreement needs to organize the recurring work, the equipment, the people authorized to approve extra work and what happens between scheduled maintenance visits.
GENERIC SERVICE AGREEMENT
CONSTRUCTION COMPANION COMMERCIAL HVAC
GENERALBroad wording to “service and maintain HVAC equipment”
OURSBuilt around a covered equipment schedule with site, unit tag, equipment details and PM frequency
GENERALOne vague annual or seasonal maintenance promise
OURSSupports defined preventive maintenance visits and task schedules appropriate to the covered equipment
GENERALLittle distinction between maintenance, repair and emergency work
OURSSeparates scheduled PM, additional repairs, normal service calls and emergency or after-hours service
GENERAL“Priority service” with no operational context
OURSAllows the contractor to state agreed dispatch or response targets without turning them into an accidental blanket guarantee
GENERALNo clear process when the technician discovers a repair
OURSSupports approval thresholds, authorized contacts, purchase-order requirements and separate authorization for additional work
GENERALOne hourly rate for everything
OURSDesigned for normal-hours rates, after-hours or emergency rates, minimum charges and service-call fees where the contractor uses them
GENERALLittle detail on parts and consumables
OURSAllows filters, belts, parts, refrigerant, lift/crane access and other materials to be identified as included, excluded or separately chargeable
GENERALAssumes technicians can simply enter the property
OURSRecognizes business hours, roof access, security procedures, site contacts and customer-controlled access
GENERALNo real service history or close-loop reporting
OURSPairs the agreement with a preventive maintenance visit and service report for findings and recommendations
GENERALBasic end-date wording
OURSBuilt with recurring billing, renewal, annual pricing changes and termination provisions in mind
PM VISITmay identifyREPAIR WORK
REPAIR WORKneedsAUTHORIZATION
SERVICE CALLmay useNORMAL / AFTER-HOURS RATES
SERVICE TERMleads toRENEWAL / TERMINATION
Professional enough for the facility manager signing it.Practical enough for the HVAC contractor dispatching the technician.
COMMERCIAL HVAC MAINTENANCE CONTRACT FAQ
Built For The Ongoing Service Relationship.
Straight answers about the commercial HVAC maintenance agreement template, the customers it is for and the way recurring preventive maintenance and service calls work in the United States.
The Agreement
Is this an HVAC installation contract?
No. This product is specifically positioned as a commercial HVAC maintenance agreement and service contract. It is for recurring preventive maintenance, service calls and ongoing support of covered equipment. New installations, major replacements and project construction work should be contracted separately.
Who is the agreement for?
It is aimed at independent HVAC contractors and HVAC service businesses contracting directly with companies, commercial property owners, property managers, facility managers and similar commercial customers in the United States.
What do Americans normally call this type of contract?
Common industry wording includes commercial HVAC maintenance agreement, commercial HVAC service agreement, preventive maintenance agreement, PM agreement, planned maintenance agreement and commercial HVAC service contract. The exact wording used by a contractor can vary.
Can it be used for more than one business location?
Yes. The package is designed so sites and covered assets can be recorded in an equipment and preventive maintenance schedule. That makes it suitable for customers with one site or an appropriate multi-site portfolio, subject to the contractor defining the actual scope.
Can I reuse it for future commercial customers?
Yes. Personalize the documents for your HVAC business, complete the customer-specific service details and reuse the system with future suitable commercial maintenance customers.
Can equipment be added or removed during the agreement term?
The agreement framework can identify how covered equipment is scheduled and how additions, removals or material changes to the asset list are documented and priced rather than assuming the original equipment list never changes.
Preventive Maintenance & Covered Equipment
What is a PM agreement?
PM is commonly used as shorthand for preventive maintenance. In a commercial HVAC PM agreement, the contractor and customer set out the covered equipment, planned maintenance frequency, agreed maintenance tasks and the commercial terms governing the recurring service relationship.
Why does the package include an equipment asset schedule?
Commercial facilities can have many HVAC assets. Recording unit tags such as RTU-1 or AHU-2 together with equipment type, make/model, serial number, location and maintenance frequency makes it much clearer which assets form part of the contracted maintenance program.
What types of HVAC equipment can be listed?
The schedule can identify the equipment actually included in the customer's plan, such as rooftop units (RTUs), air handling units (AHUs), split systems, heat pumps, fan coils, make-up air equipment and controls or BAS components where those systems fall within the contractor's agreed scope.
Does the agreement decide how often maintenance must take place?
No fixed national visit frequency is imposed by the template. The contractor selects the maintenance cadence appropriate to the agreement, equipment, manufacturer requirements, facility needs and service level being sold.
Can the contractor list the maintenance tasks performed at each visit?
Yes. The preventive maintenance schedule can be used with the contractor's own equipment-specific task lists, SOPs or checklists so the commercial agreement defines what service has actually been sold rather than relying on a vague promise to “maintain” the system.
Are filters, belts and other consumables automatically included?
No. The contractor should identify what is included in the maintenance fee and what is separately chargeable. Filters, belts, specialty materials, replacement parts, refrigerant and access equipment can be treated differently depending on the service plan being sold.
What about refrigerant work and EPA Section 608?
Where regulated refrigerant work requires it, technicians need the appropriate EPA Section 608 certification. The agreement can distinguish routine maintenance from refrigerant handling, leak-related work, recovery, charging and other work that may carry separate regulatory, material and documentation requirements.
Does this replace manufacturer maintenance requirements?
No. The agreement is a commercial service framework. It does not replace manufacturer instructions, equipment-specific maintenance requirements, applicable codes, licensing rules or regulatory obligations.
Service Calls, Repairs & After-Hours Work
What happens if a technician finds a repair during a PM visit?
The agreement is designed to separate scheduled maintenance from additional repair work. Findings can be documented, recommendations made and repairs authorized under the customer's agreed approval process instead of assuming every repair is included in the maintenance fee.
Can the customer set an approval limit?
Yes. Commercial customers often want a dollar threshold, purchase-order requirement or named person who can authorize extra work. The agreement can record that approval structure so technicians and office staff know when separate authorization is required.
Does it cover emergency and after-hours service?
It provides a framework for the contractor to state the emergency and after-hours service policy being offered, including applicable rates, service-call charges, minimums and response targets where used.
Does “priority service” guarantee a technician will arrive within a certain time?
Not automatically. If a contractor sells a specific response or dispatch target, that target should be written into the agreement carefully. The page avoids turning broad marketing language into an accidental universal arrival-time guarantee.
Can normal-hours and after-hours rates be different?
Yes. The commercial agreement can distinguish normal business-hour labor, after-hours or emergency labor, service-call fees and minimum charges where that is how the HVAC company prices its service operation.
What about parts that need to be ordered?
Parts availability can affect repair timing. The agreement framework allows additional repairs, parts procurement, quoted work and follow-up visits to be handled separately from the scheduled maintenance service where appropriate.
What if the customer wants a full equipment replacement?
A major replacement or new installation is outside the purpose of this recurring maintenance agreement and should normally be covered by separate installation/project paperwork with its own scope, price, payment schedule and project terms.
Does the package include a work authorization form?
Yes. The Commercial HVAC Service Call / Work Authorization Form provides a written record for service calls and additional work outside the scheduled PM scope, including customer authorization where required.
Commercial Sites, Reporting & Renewal
What about roof access and secure commercial sites?
Commercial service often depends on customer-controlled access. The agreement can record business hours, roof access, security procedures, escorts, keys or access arrangements and the customer's site contact so maintenance visits can be administered properly.
Can it be used with facility managers and property managers?
Yes. The agreement is built with commercial contacts and authorized representatives in mind, including the people who schedule access, approve repairs, issue purchase orders and receive service reports.
Does the package include a maintenance visit report?
Yes. The Preventive Maintenance Visit & Service Report can record the date, technician, units serviced, findings, recommendations and follow-up requirements, helping create a professional service history for the customer.
What about controls and building automation systems?
Controls and BAS work can be identified where it forms part of the contractor's service offering. The agreement does not assume every HVAC contractor maintains every controls platform, so the actual covered systems should be stated.
Can the agreement handle recurring billing?
Yes. The maintenance fee and billing frequency can be structured around the plan sold to the customer, such as monthly, quarterly or another agreed recurring arrangement, subject to the contractor's chosen commercial terms.
What about annual price changes?
The service agreement can provide a clear framework for renewal and agreed price adjustment mechanisms instead of leaving the next service period to an informal conversation.
Does it include renewal and termination provisions?
Yes. Ongoing service relationships need a defined agreement term and a clear route for renewal, non-renewal or termination. The template is built with that recurring relationship in mind.
Who developed the agreement?
Construction Companion combines real contractor and commercial HVAC service knowledge with attorney expertise. The aim is paperwork that makes sense to both the contractor running the service operation and the business customer signing the agreement.
BUILT AROUND COMMERCIAL HVAC SERVICE OPERATIONS
The Contract Doesn't End After One Visit. Neither Does The Customer Relationship.
Commercial HVAC maintenance is recurring by nature. Equipment lists change, technicians find repairs, customers request service, sites need access coordination and every visit creates information the next technician may need. The paperwork should support that service cycle.
SCHEDULED MAINTENANCE + UNSCHEDULED SERVICE
Two parts of the same commercial relationship.
The agreement gives the contractor a professional structure for planned maintenance while still making room for the breakdown calls, after-hours requests and separately authorized repairs that happen between PM visits.
THE KNOWLEDGE BEHIND EVERY CONTRACT
AN EXPERT COLLABORATION.
EXPERIENCE FROM THE INDUSTRY
COMMERCIAL HVAC
+
KNOWLEDGE FROM THE LAW
ATTORNEY
AN EXPERT COLLABORATION.
BUILT FOR COMMERCIAL HVAC SERVICE.
Recurring HVAC service agreements need to understand both the legal relationship and what happens operationally after the customer signs: assets, maintenance schedules, technicians, service calls, approvals, parts, reports, renewals and the next visit.
COMMERCIAL HVAC
SERVICE KNOWLEDGE
Industry experience informs how the agreement approaches covered assets, PM visits, service calls, access, repair approvals, after-hours work, reporting and renewals.
Built around the realities of recurring commercial HVAC service.ATTORNEY
KNOWLEDGE
Professional legal knowledge helps turn those service requirements into a clear agreement structure between HVAC contractor and commercial customer.
Industry knowledge strengthened through legal expertise.
WHO WE'RE BUILDING FOR
BUILT FOR THE UNDERDOGS.
BUILT FOR THE UNDERDOGS.
NOT THE BIG CORPORATIONS.
National service companies can have contract departments, account managers and legal teams. Independent and growing HVAC contractors still need professional paperwork for serious commercial maintenance accounts. That is who we build for.
ONE SIZE?NOT IN OUR CONTRACTS.
A commercial maintenance agreement is not a residential installation contract with a few words changed. Ongoing service means equipment schedules, PM cadence, service calls, after-hours policies, commercial approvals, site access, reporting and renewal all belong in the conversation.
★★★★★
TRUSTED BY CONTRACTORS ACROSS THE NATION
WHAT CONTRACTORS AND SMALL BUSINESS OWNERS SAY ABOUT OUR CONTRACTS
Real feedback from businesses using Construction Companion agreements across America.
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