Maintenance plan template
A maintenance plan document lists scheduled visits, tasks per visit, parts included vs excluded, pricing, renewal, and cancellation — the customer-facing version of a service agreement tuned for HVAC tune-ups, irrigation startups, and other route-based trades.
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Maintenance plan
Your company · License —
Prepared for: Customer
Site: —
Document #001 · 10/9/2026
Valid for 30 days from date above.
Document
MAINTENANCE PLAN Plan: [name — e.g. Gold HVAC, Basic Irrigation] Visits per year: [ # ] on approximately [months] Included per visit: - [task list] Excluded (billed separately): - Parts over $[ ] / refrigerant / break-fix beyond [hours] Annual fee: $[ ] billed [monthly / annually] Renewal: automatic unless [notice] cancellation Scheduling: customer provides access; missed appointments may forfeit visit.
Document prepared by the trade business named above. True Trade Path does not sell leads or placement.
Not legal advice. Customer signature: _________________________ Date: __________
Plans that protect margin
Discounted tune-ups only work when conversion to repair and replacement is measured and when drive time per stop is modeled on dense routes.
List tasks per visit with checkboxes your techs can photo-complete — vague ‘maintenance’ invites ‘you didn’t do anything’ disputes.
Parts and upsell boundaries
Say whether filters, pads, or minor consumables are included caps — not ‘all parts.’ Refrigerant, motors, and major components are almost always extra with approval.
Use the generator notes field as the plan body; export PDF for e-sign or wet signature at first visit.
Required clauses
If techs cannot tick boxes on the plan, customers cannot trust what they paid for.
- Plan name and equipment covered
- Visit count and scheduling rules
- Task checklist per visit
- Parts / materials included vs excluded
- Annual or monthly fee and renewal
- Cancellation and refund policy
- Transfer on home sale (if allowed)
Copy-ready clause library
Copy task lists from manufacturer maintenance sheets where applicable.
Missed visit
“Visits not scheduled within the plan year expire without refund unless rescheduled within [days] of customer request.”
Protects route density from indefinite float.
Repair discount
“Plan members receive [percent] off standard repair labor; parts at regular rates unless listed as included.”
Makes the plan value tangible without giving away parts.
Common mistakes
Underpriced plans are marketing — until route density proves otherwise.
- Including all parts and refrigerant
- No expiration on unused visits
- Plans sold without equipment inventory (make/model)
- Different task lists in marketing vs signed PDF