To ensure both the property owner and the HVAC technician are protected in a service or repair situation, it is best to have a written contract in place. This document outlines the expectations and responsibilities of both parties before work begins.
When it comes to HVAC service agreements, there are many things to consider. In this guide, we will walk you through creating a customized HVAC service agreement that provides security for property owners and technicians.
What is an HVAC Contract?
An HVAC contract, or HVAC service agreement, is a legally binding document between a property owner and an HVAC technician or HVAC firm outlining the expectations and responsibilities of both parties before work begins.
The contract should spell out who is responsible for what, what happens if the technician is injured on the job, how you can protect your property from damage, and more. This way, both parties know what to expect and can avoid any misunderstandings down the road.
Creating an HVAC contract may seem daunting, but it doesn’t have to be. Following the steps below, you can create a customized HVAC service agreement that meets your needs.
Types of HVAC Contracts
There isn’t no one-size-fits-all in terms of HVAC contracts—not all are the same. The contract that you create will depend on the work needed by the owner of the building or home. You can customize and adjust them to suit your specific conditions and jobs.
In most cases, there are two (2) types of HVAC contracts: HVAC maintenance and installation contracts.
HVAC Maintenance Agreements
Commercial and residential HVAC maintenance agreements are designed as long-term contracts between the customer and an HVAC company. Under this agreement, the technician will visit the property regularly to perform preventive maintenance and tune-ups.
This type of agreement is beneficial for both the customer and the technician because it:
- It gives the customer peace of mind knowing their system is being regularly maintained
- It helps the technician build a relationship with the customer
- Allows the technician to catch small problems before they become big ones
HVAC Installation Contracts
An HVAC installation contract is a shorter, commonly one-time agreement between the customer and an HVAC company to install a new system.
This type of contract is beneficial for both the customer and the technician because it:
- Gives the customer a set price for the installation of their new system
- Enables the customer to ensure that the job is done the first time correctly
- Ensures that the technician will get paid for their work
What to Include in an HVAC Contract?
When drafting an HVAC contract agreement, please take the time and effort to make it as simple yet comprehensive as possible. Always use simpler terms, so both parties know what is expected from them. With that said, here are some elements that you should include in your HVAC contract:
For an HVAC contract to be valid, it’s important to identify the parties involved. This includes the company’s legal name, address, and role in the transaction. It’s also essential to include an acknowledgment of agreement.
Another important part of an HVAC contract is defining the services. This includes a detailed description of the work, when it will be carried out, how long it will take, and the price.
Cost and Payment Terms
Be sure to include the cost of the services in the contract as well as the payment terms. This includes when the customer will make the payment, the method of payment, and the due date.
It’s also important to have a termination or cancellation policy in the contract. This will state the conditions under which the agreement can be ended and the penalties that may be incurred.
When a company agrees to provide its services, they also agree that it will be held harmless if its actions result in the loss or damage of the customer’s property.
The HVAC company may need to change the services they provide from time to time. As such, it’s important to have a clause that allows them to do so. In addition, this clause should state that the company will notify the customer of the changes to the services that they plan to make.
If a dispute arises, establish the right governing laws to be applied. The majority of agreements only require an acknowledgment of state laws.
Date and Signature Lines
Last but not least, the contract should have the date that the agreement was made as well as signature lines for both parties. Once the document has been signed, the contract will be legally binding.
Creating an HVAC Contract Template
Now that you know the different types of HVAC contracts, it’s time to create your own. While you can always hire a lawyer to do it for you, it’s not necessary. You can create a contract template as long as you include all the essential elements.
No matter how you create your HVAC contract, the final contract should include the following information:
- Name of the client and technician
- Address where the work will take place.
- Exact services that will be provided
- Service price
- Signatures and signing date.
These details are essential to ensure your HVAC service agreement is official and does what it’s intended. But, at the same time, it should also provide the provisions of each party.
Sample HVAC Contract Template
This is a sample HVAC contract agreement between [COMPANY NAME] and the client, [CLIENT NAME]. This HVAC contract shall begin on the date of [CONTRACT DATE] and shall end on [END DATE].
Description of Services:
[COMPANY NAME] shall provide the following services to [CLIENT NAME]:
- [SERVICE ONE]
- [SERVICE TWO]
- [SERVICE THREE]
- [SERVICE FOUR]
The services shall be provided at the following location: [ADDRESS]
Service Price and Payment Terms:
The total cost of services provided will be [TOTAL COST]. [CLIENT NAME] shall make payments according to the following schedule:
- [PAYMENT ONE]
- [PAYMENT TWO]
- [PAYMENT THREE]
- [PAYMENT FOUR]
[CLIENT NAME] may cancel this HVAC contract agreement at any time by giving [COMPANY NAME] written notice of cancellation. Cancellations shall be effective on the date received by [COMPANY NAME].
[CLIENT NAME] agrees to indemnify and hold harmless [COMPANY NAME] from any claims, losses, liabilities, costs, or expenses arising from the services provided under this HVAC contract.
[COMPANY NAME] reserves the right to modify the services provided under this HVAC contract from time to time. [COMPANY NAME] will notify [CLIENT NAME] of any such modifications in writing.
This HVAC contract shall be governed by the laws of the state of [STATE].
Date and Signature Lines:
This HVAC contract agreement was made on the date of [DATE OF CONTRACT].
[CLIENT NAME] signature and date
[COMPANY NAME] signature and date
By creating this template, you can be sure that both parties are protected if something goes wrong. This contract should be used as a guide when creating your HVAC contract agreement.
Remember to include all of the essential elements and make sure that both parties understand and agree to the terms before signing the contract.
Create Your HVAC Contract with DATAMYTE
Knowing how to create an HVAC contract is one thing; knowing where to get started is another. DATAMYTE’s Digital Clipboard can help by providing tools and features to help you create a customizable HVAC contract template.
The DataMyte Digital Clipboard‘s form builder is the perfect solution for creating a contract that includes all of the essential elements. Plus, with our online signature tool, you can get signatures from both parties without printing the contract. So book a demo and try our Digital Clipboard today!
An HVAC contract agreement is a legally binding document that outlines the terms of your HVAC services. This guide provides an overview of what to include in your contract and how to create a customized HVAC contract template using DATAMYTE’s Digital Clipboard.
With our online signature tool, you can get signatures from both parties without printing the contract. Book a demo and try DATAMYTE today!