HVAC maintenance contract proposal: Free template

Customize this free HVAC maintenance contract proposal with Cobrief

Open this free HVAC maintenance contract proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on the system type, property size, and service frequency. You can also use AI to review your draft — spot gaps, tighten language, and improve clarity before sending.

Once you're done, send, download, or save the proposal in one click — no formatting or setup required.

This template is fully customizable and built for real-world use — ideal for pitching preventative HVAC service plans to commercial properties, offices, retail buildings, schools, or mixed-use spaces. Whether you’re offering seasonal tune-ups or full-service agreements, this version gives you a structured head start and removes the guesswork.

What is an HVAC maintenance contract proposal?

An HVAC maintenance contract proposal outlines your plan to provide regular inspection, cleaning, and servicing of a client’s heating, ventilation, and air conditioning systems. It typically includes a summary of the systems to be covered, the maintenance schedule, service tasks, pricing, and contract terms.

This type of proposal is commonly used:

• When quoting a long-term service agreement for HVAC upkeep
• In response to a property manager’s request for routine HVAC coverage
• To replace on-demand service with proactive, scheduled maintenance

It helps clients reduce emergency repairs, extend system lifespan, and maintain energy efficiency — all while staying ahead of compliance issues or tenant complaints.

A strong proposal helps you:

• Clearly define the scope of services and schedule
• Build trust through transparency, reliability, and past experience
• Show cost savings over time by preventing system failure or downtime
• Establish long-term value beyond short-term fixes

Why use Cobrief to edit your proposal

Cobrief makes it easy to create and polish this proposal quickly — with smart AI tools and no formatting friction.

• Edit the proposal directly in your browser: No setup required — just start customizing based on the building and system type.
• Rewrite sections with AI: Instantly simplify technical explanations or tailor them to non-technical decision-makers.
• Run a one-click AI review: Let AI catch weak spots, unclear language, or missing deliverables.
• Apply AI suggestions instantly: Accept edits individually or apply all changes across the document at once.
• Share or export instantly: Send your proposal through Cobrief or download a clean PDF or DOCX to deliver externally.

You’ll save time and send a more persuasive proposal — even for complex jobs.

When to use this proposal

Use this HVAC maintenance contract proposal when:

• Quoting routine service for multi-unit HVAC systems or large commercial equipment
• Replacing reactive service calls with proactive, scheduled maintenance
• Offering a fixed-term contract (e.g., 12 months) with monthly or quarterly visits
• Bundling HVAC work with other property maintenance services
• Responding to a formal request from a building owner, property manager, or facilities team

It’s especially useful when the client needs reliability, budget predictability, and long-term system performance.

What to include in an HVAC maintenance contract proposal

Use this template to walk the client through what you’ll maintain, how often, and how it supports long-term system performance.

• Project overview: Summarize the client’s HVAC setup and the purpose of the maintenance plan — such as improving reliability, efficiency, or compliance.
• Covered systems: List the systems and units included — rooftop units, furnaces, air handlers, chillers, VRF systems, or thermostats.
• Service schedule: Outline how often maintenance will be performed — monthly, quarterly, or seasonally — and what’s included at each visit.
• Task list: Break down the key services — filter replacement, coil cleaning, lubrication, refrigerant checks, airflow testing, control calibration, or belt inspections.
• Emergency service: Clarify whether emergency repairs are included or billed separately, and note any response-time guarantees.
• Reporting and documentation: Explain what records will be kept and shared — including service logs, inspection notes, and recommendations.
• Timeline and contract terms: Define the contract start and end dates, renewal options, and cancellation policy.
• Pricing: Present your pricing structure — fixed monthly fee, per system, or bundled. List optional add-ons like 24/7 support or extended coverage.
• Next steps: End with a clear CTA — such as confirming scope, scheduling a site walkthrough, or signing the service agreement.

How to write an effective HVAC maintenance contract proposal

This proposal should feel dependable, professional, and easy to understand — even for non-technical stakeholders.

• Speak to long-term value: Emphasize how regular maintenance prevents expensive failures and energy loss.
• Avoid vague service descriptions: List specific tasks and timing to show you’ve done this before.
• Make budgeting easy: Show the fixed cost and what it covers — no surprises or hidden charges.
• Tailor to the building: Adjust recommendations based on system age, usage patterns, or tenant needs.
• Reinforce your reliability: Mention certifications, technician training, and any 24/7 coverage if offered.
• Always close with clarity: Guide the client to the next step — don’t end with a generic thank-you.

Frequently asked questions (FAQs)

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This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.