A printable HVAC maintenance-agreement template and attach-rate worksheet. Use the template to build a plan that does not leak, then measure your attach rate and place your shop on the Recurring-Revenue Maturity Curve.
HVAC Maintenance Agreement Template
Fill in one section at a time. This is the plan that does not leak: anchored to the equipment, scoped to a standard, and renewed on service.
Forja Insights Resource
HVAC Maintenance Agreement Templateand Attach-Rate Worksheet
Two tools on one page. Use the template to build a maintenance agreement that does not leak, then use the worksheet to measure your attach rate and find the one move that climbs to the next stage.
By Raman Arunsi, Author, Forja.
What you’ll download
A clean, four-page PDF: the maintenance-agreement template, the five-leak checklist, and the attach-rate worksheet. Print it and fill it in by hand, or work through it on screen.
PDF · 4 pages · no sign-up needed.
The agreement template
Fill in each section. Keep it simple and anchored to what the customer bought.
Plan name and tier
Name the plan and the tier. A clean three-tier shape works: Basic (scheduled tune-ups), Premium (priority service and a repair discount), Comprehensive (quarterly visits and parts coverage). Call it an agreement or a membership, never a contract.
Equipment covered
Anchor the plan to what the customer bought or the systems you service. Tie coverage to the unit, not to an open-ended promise.
What is included
List the scheduled visits per year, the priority-service promise, the repair discount percentage, and any parts coverage. Build the visit checklist on ANSI/ASHRAE/ACCA Standard 180 rather than inventing one.
What is excluded
Name the exclusions and put a clear boundary on emergency labor. This is the line that keeps a busy plan profitable instead of turning it into a money pit.
Price and margin
Set the annual or monthly price. Price at your true service-delivery cost plus 30 to 50 percent, run each in-plan visit at 60 to 80 percent of your normal rate, and build a 5 to 15 percent maintenance buffer into every install that feeds the plan.
Term, renewal, and escalation
State the term, keep a card on file, and make opt-out a single step. Build a small annual increase in from day one, disclosed up front, so renewal is never a fight. Win on service, not handcuffs.
The offer (point-of-sale script)
Write the one-paragraph offer the tech says at job completion and at install, while trust is highest. Name the included window (the first few months at no extra charge) and the simple ask to set it up before leaving.
Close the five leaks
A plan leaks at five points. Check the one that is costing you the most, then close it first.
The offer
A scripted offer at job completion, when trust is highest.
The visit
Auto-book the next tune-up before the tech leaves.
Priority
A real member lane: first calls and a written response window.
The billing
Card on file with automatic retry on a failed charge.
The renewal
Easy opt-out renewal, so leaving is never the default.
The attach-rate worksheet
Four steps. Where you land tells you the one move to make next.
1. Calculate your attach rate
2. Place your shop on the Recurring-Revenue Maturity Curve, and 3. make the one move
| Stage | Attach rate | The one move to the next stage |
|---|---|---|
| Starting | 0 to 15% | Make the offer at every visit, not just on request. |
| Building | 15 to 30% | Auto-schedule the visits and add a real member lane. |
| Compounding | 30 to 50% | Attach at install via the warranty bridge; card on file. |
| Asset | 50%+ of revenue | Hold renewal at 60 to 70 percent. The book drives the sale. |
4. Set your target for the quarter
By the end of this quarter my attach rate will be %.
The one leak I will close first is
The full system behind this template
The article walks through the whole system: the five leaks and the fix for each, the point-of-sale script, how to price for margin, and the exit math that shows what a recurring book is worth when you sell the business.
Read: HVAC Maintenance Agreements, the recurring-revenue system