The first real indicator of your service company’s quality that a customer sees: the service agreement. This is where they’ll either see your professionalism, organization, and preparedness, or see your carelessness.
For HVAC service businesses, consistent service agreements are absolutely essential to make sure everyone gets what they signed up for. How do you manage your service agreements now? If it’s not easy, fast, and prepared for the next customers, you’re already behind your competitors.
You only need one thing to upgrade your HVAC service agreements and reassure your stakeholders and your clients: a free, ready-to-use service agreement template specifically designed for HVAC companies.
A quality HVAC service agreement should contain:
- Equipment information
- Terms and conditions
- All essential information and contacts from all parties
- Approval signatures and date stamps
Ready to get started? Download our contract management template here.
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How to Use Our HVAC Service Agreement Template
Now that you have your HVAC service agreement template in your preferred format to get you started, let’s walk through how to set up the document together.
First, let’s get your company information put into the template.
Putting in the basics such as legal entity name, address, contact phone and email are all that is needed. The last piece is to pop in your logo, so this is branded appropriately for your organization.
After your basic brand information is put in, we recommend saving from here to make the primary copy for all service agreements in your organization going forward. Feel free to make as many copies as needed.
Let’s move down to the information sections. There are two sections, one for your customer’s information and one for your information. We recommend you add as much information as you can to save time in the future – now the key info will be all in one place within this agreement.
This template is customizable to your needs. The starting format provides you with a solid foundation, but feel to make a few tweaks to make it work best for you.
From here, we’ll move down to the service details section. This is where you can list the services provided, any essential equipment information, start and end date, total cost (listed in USD but can be easily modified to your currency), and payment method.
Next up is the Terms & Conditions section. There is nothing to fill out here, but you are free to modify the terms and conditions to what works for you and your customer.
Now we can move on to the last section in the template. This is where you’ll collect signatures from your company’s representative and your customer. Make sure to sign, date, and adhere to the 10-day change/dispute reporting process (or change the time frame as you wish).
Congratulations! You’ve just found a better way to produce tailored HVAC service agreements. You’ll save time and make a professional impression on your customers by simply copying the original document with your information already saved in each copy, ready for the next customer.
As you go forth with this template on your own, it’s important to include all required fields as well as have a plan to keep this template updated. This template can be a real help as you start your service maturity journey and will put you in a position to have better insights into all your work orders, and you’ll be in a much more organized space.
If you are, however, looking to digitally transform your service operations and how you manage your work orders, we suggest you check out our field service management platform, Service Pro by MSI Data. We are a fully integrated field service management platform where you can do more than just automate work orders and manage equipment, but also completely manage your service operations. Schedule your free consultation today!
Frequently Asked Questions
What is an HVAC service agreement template?
An HVAC service agreement template is a document that service companies can use to collect, organize, and store critical information and signatures. This can be a spreadsheet, PDF, or word-based template, like any of the 3 templates provided above, or this could be a digital field service management platform like Service Pro by MSI Data.
What’s the purpose of an HVAC service agreement template?
The primary purpose of an HVAC service agreement template is to have an organized, centralized process for your service agreements. Within this template, you can produce consistent, branded agreements, ready for the next customer with a few clicks. Easily refer back to key customer contacts, dates, details, and eliminate confusion between all parties.
How do I know if I need an HVAC service agreement template?
If you are looking to grow and scale your service business, you will want to look at a path to better organization and structure. Having a process and a way to document and track your HVAC service agreements will help you focus on the business instead of chasing contact information and running blind. Of course, this is different for each service organization. Another sign is: you’re reading this blog!
What are the benefits of an HVAC service agreement template?
The benefits of an HVAC service agreement template include:
- Increased visibility into key agreement details
- Having a more organized & stable service operation
- Being able to properly plan for service work
If you’d like to have a conversation about how to magnify these effects, schedule your free consultation here.
