It covers seasonal HVAC maintenance at your site, based on the proposal you accepted, and it sets out how I schedule, access equipment, handle findings, and get paid. If anything in the proposal and these terms ever point in different directions, I will flag it before I start so we can agree, in writing, which one we are using.
What I will do
Seasonal HVAC maintenance means I come to your property for the scheduled visits and carry out the checks, cleaning, and basic servicing that keep split systems and mini-splits running steady through the hot months.
What you get is listed below. Each visit is complete when I have run the listed checks I can run on the day, and I have sent you the operating check summary and my notes. If a unit cannot be safely accessed or properly tested, I will note what stopped the test and what I recommend next.
* Two scheduled maintenance visits * Split system preventive service * Mini-split head deep clean * Condensate drain flush record * Electrical and contactor check notes * Operating check summary
Booking deposit
To book seasonal HVAC maintenance, you pay 30% of the total price when you sign. That deposit reserves my time for your visit windows and covers the admin and planning that happens before I arrive on site.
If you cancel before I have confirmed any visit windows in writing, I will return the deposit. If you cancel after I have confirmed visit windows, I will keep enough of the deposit to cover the time I have already set aside and any costs I cannot recover, and I will return the balance. If I cannot take the job on, I will return the deposit.
Payment
To start seasonal HVAC maintenance, you pay 30% when you sign. The remaining 70% is due when the job is finished, meaning both scheduled maintenance visits are complete and I have sent the operating check summaries and notes.
I invoice as the work progresses. Each invoice is payable within 14 days of its date.
If a payment becomes late, I will contact you and ask you to bring the account up to date. If it stays unpaid, I may pause future scheduled visits and hold any visit notes that have not yet been sent, until the balance is paid.
Changes and repairs
This agreement covers the maintenance work listed under Scope. If you want to change the plan, add equipment, change the visit timing, or ask me to do repair work I did not price in the proposal, I will price the change first.
Nothing extra starts until you approve it in writing. That includes common in-between items I find on site, like a blocked drain line, a failed capacitor or contactor, a refrigerant leak, or a coil that needs a deeper wash-down than access allows on a normal visit.
If a unit needs refrigerant added, I will quote that separately before I add any.
Access and site contact
You make sure I can reach the equipment at the scheduled time. That includes the outdoor condenser or rooftop unit, electrical disconnects and panels needed for inspection, indoor heads, drain runs, and any safe roof access points.
You also give me one on-site contact who can make quick decisions (for example, approving safe access, confirming which areas serve which rooms, and authorising a shut-down for testing). If I arrive and I cannot get safe access, or the unit cannot be powered and tested, I will stop and we will reschedule for the next available slot.
If you need to move a visit, tell me as soon as you can and I will offer the next available window.
What is not included
Seasonal HVAC maintenance is preventive service, not an all-inclusive repair plan. Unless we agree it in writing as a separate item, this agreement does not include parts, repairs, or replacement work, including motors, boards, sensors, contactors, capacitors, fan wheels, pumps, insulation, line-set work, or correcting poor installation.
It also does not include refrigerant top-ups, recovery, or major leak repairs. I will do a refrigerant leak check and charge verification where access and operating conditions allow. If I cannot get stable readings because of weather, load, access, or system condition, I will note that.
Deep cleaning that needs unit removal, scaffold/lift hire, or abnormal disassembly is excluded unless priced separately.
Leaving things tidy
I will treat your site like an active hotel or restaurant. I will keep my work area as contained as I can, and I will clean up normal dust and debris created by the maintenance tasks I perform.
Coil and blower cleaning can involve wash-down where access allows. You are responsible for protecting nearby stock, furniture, and finishes if they cannot be moved away from the work area. I do not repaint, refinish, or repair water damage, ceiling stains, or pre-existing corrosion. If I notice an active drain issue or signs of past overflow, I will note it.
If you raise a snag about my work, tell me promptly and I will come back to check it and put it right if it is my mistake.
Problems and limits
I stand behind my workmanship. If I make a mistake during seasonal HVAC maintenance, tell me and I will come back and correct it.
Because I am working on equipment that may be aged, previously repaired, or already close to failure, I cannot promise that maintenance will prevent every breakdown, icing event, or leak. Some failures happen without warning, especially in peak heat.
I am not responsible for losses that sit outside the HVAC work itself, like lost revenue, spoiled stock, guest complaints, or downtime caused by parts availability, power issues, water supply issues, building access limits, or pre-existing faults I did not create.
Ending this agreement
You can end this agreement by telling me in writing. I can also end it in writing if the site is unsafe, access is repeatedly not available, or invoices remain unpaid after I have asked you to bring the account up to date.
When the agreement ends, you pay for the work I have completed up to that date, plus any approved extras already carried out. If you have paid more than the value of work completed, I will refund the difference. If you have paid less, I will invoice the balance.
I will send you any visit notes and operating check summaries that relate to work you have paid for. Once paid, those notes are yours to share for the equipment on site.
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