Choose Your Template
Residential
Residential PM Agreement
For homeowners and small residential accounts. Two visits per year, pre-cooling season and pre-heating season. Simple enough to sign at the kitchen table.
Visits per year
2 (Spring + Fall)
Equipment register
Up to 4 units
Payment options
Annual or monthly
Scope checklist
11 service items
Sections
9 sections
What is inside
Free Word document (.docx) · Enter your name and email to download
Commercial
Commercial PM Agreement
For commercial buildings, property managers, and multi-unit accounts. Four visits per year on a quarterly cycle. Built for accounts where the stakes are higher and the paperwork needs to match.
Visits per year
4 (Quarterly: Q1-Q4)
Equipment register
Up to 8 units
Payment options
Annual, semi-annual, or quarterly (Net 30)
Scope checklist
16 items across 4 quarters
Sections
10 sections
What is inside
Free Word document (.docx) · Enter your name and email to download
Side-by-Side Comparison
| Feature | Residential | Commercial |
|---|---|---|
| PM visits per year | 2 (Spring + Fall) | 4 (Quarterly) |
| Visit schedule | Pre-cooling and pre-heating | Q1, Q2, Q3, Q4 |
| Contact structure | Single party | Owner + Facility Manager separate |
| Equipment register rows | 4 units | 8 units with tonnage and age |
| Service scope items | 11 items (Cooling / Heating) | 16 items mapped across quarters |
| Payment terms | Annual or monthly | Net 30, annual / semi-annual / quarterly |
| Late fee language | Standard | Detailed with hold and collection clause |
| Repair authorization threshold | - | ✓ Customizable dollar amount |
| Insurance requirements stated | - | ✓ $1M / $2M minimum |
| Early cancellation fee | Visits billed at standard rate | Completed visits + 25% remaining value |
| Property transfer clause | - | ✓ New owner offered assumption |
| Signature block | 3 rows | 4 rows including title |
| File format | Word (.docx) | Word (.docx) |
| Cost | Free | Free |
Common Questions
Do I need a lawyer to use these templates?
These templates are written to be clear and practical for working HVAC operators. They are not a substitute for legal advice and we recommend having an attorney review any contract before you use it in your market. That said, having a written agreement in place is far better than operating on a verbal understanding, which most service businesses do. Start with this and upgrade it as your business grows.
Can I edit the templates?
Yes. Both are standard Word documents. Everything in brackets is a fill-in field. You can add your logo, adjust the language, change the visit frequency, and modify any terms to fit your business. They are starting points, not finished products.
Why is the commercial agreement quarterly and not twice a year?
Commercial HVAC equipment runs under heavier loads, serves more occupants, and the consequences of failure are more significant. Four visits per year is the industry standard for commercial accounts. It also increases your revenue per account and gives you more touchpoints to identify repair work before it becomes an emergency. For very light commercial accounts, you can adjust the frequency in the template.
How should I price my agreements?
Start from your costs. Calculate the labor cost per visit at your fully loaded rate, add materials and overhead, multiply by the number of visits per year, then add your target margin. Do not price from what you think the market will accept. Read the full breakdown in our article on setting up your first service agreement in the Field Notes section.
What is the difference between the residential and commercial signature blocks?
The commercial template includes a title line in addition to the signature and name. This matters because on a commercial account you want written confirmation that the person signing is authorized to bind their organization. A facility manager who signs something they had no authority to sign is a common source of contract disputes. The title line protects you.
New to Service Agreements?
Read the full guide on how to structure, price, and present your first agreement before you put one in front of a customer.
Read the Guide