Short answer
Upload your HVAC maintenance agreement or replacement proposal to Sign PDF and send it to the homeowner or facilities manager; they sign on their phone or computer. The agreement should list the visits per year, what each visit includes, which parts are covered, response times for breakdowns and how the plan renews.
Updated 25 October 2026
What an HVAC maintenance agreement covers
A maintenance plan sells peace of mind, so the customer will measure it against the worst day: a dead furnace in January or a failed AC unit in August. The agreement needs to say what you promise on that day, and what you do not.
- Number of visits a year and the season for each
- Checklist per visit: filters, coils, condensate lines, burners, flue, electrical connections
- Breakdown response time, and whether it applies at weekends
- Discounts on repairs, and what is excluded (refrigerant, compressors, heat exchangers, ductwork)
- Renewal: automatic or not, and the notice to cancel
- What voids it, such as work by another company on the same equipment
Replacement proposals with options
When a system needs replacing, many companies offer two or three options at different prices. Put them on one proposal, with a checkbox next to each, and ask the customer to tick one and sign. Sign PDF supports checkboxes, and the audit trail shows when the box was ticked and by whom.
If the customer is financing the install, the finance agreement is between them and the lender, through the lender's own system. Sign PDF does not offer financing or take payment; it gets your proposal and contract signed.
Repair approvals on breakdown calls
On a breakdown, the technician finds a failed part and needs a yes before fitting it. A short repair quote sent from the van and signed on the homeowner's phone takes a couple of minutes. For commercial sites, send it to whoever holds the budget, not just the person who let you in.
Gas safety records, commissioning sheets and refrigerant handling records come from your own systems and certifications, not from us. A completion sign-off listing them is worth having signed.
Which plan, and what we do not do
A small firm signing a few maintenance customers a month can use Light, at $5 a month for 2 documents. A team selling plans every day in autumn, plus repair approvals, will want Full at $10 a month: unlimited documents, templates for the plan, reminders and signing order.
We do not dispatch technicians, run renewals, bill memberships or take card payments. Keep your service software for that and use Sign PDF for the signatures.
Questions people ask
Should a maintenance plan renew automatically?
Many do, but say so clearly and state the notice period to cancel. Some US states have specific rules on automatic renewal, so check yours. This is not legal advice.
Can a customer pick one of three options on the proposal?
Yes. Add a checkbox beside each option and a signature box. The certificate records which box was ticked and when.
Can a facilities manager and finance both sign?
Yes. Add both as signers and set the order, so finance signs after the facilities manager.
Does Sign PDF handle financing applications?
No. Those go through the lender. We handle your proposal and contract.
Can my technician sign as well as the customer?
Yes. Add the technician or your office as a signer after the customer, and the sealed copy carries both signatures.
Send your next heating and cooling maintenance agreement for signature
Upload it from your phone or laptop. The boxes go in the right places, your client signs on their phone, and you get a sealed copy back.
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