Maintenance agreement planner
Map one HVAC agreement before scheduling work or evaluating software. Print and complete by hand. This worksheet records planning decisions; it is not a customer agreement.
01 · Customer, property & accepted plan
Customer / account
Service property
Term starts / ends
Agreement version / acceptance record
02 · Covered equipment
| Unit label / location | Model / serial or equipment record ID | Included scope / task list reference |
|---|---|---|
Attach another equipment list if needed. Verify each unit; preserve old visit records when equipment is replaced.
03 · Billing schedule
Agreed total for term
Amount per payment
Billing frequency / payment count
Due date(s)
Payment authorization / record reference, if applicable
Record payment status separately from visit completion.
04 · Service schedule
Visits per term
Visit duration / scope reference
Visit 1 window / confirmed date
Visit 2 window / confirmed date
Access needs / rescheduling owner
Moving a visit does not silently change accepted billing terms.
05 · Approved terms & exceptions
Renewal / cancellation terms reference
Excluded work / separate approval needed
Coverage changes, missing details, next action & owner
06 · Saved work → reviewed customer report
- Match recorded work to the correct unit.
- Record outcomes, readings, photos & recommendations.
- Use saved visit evidence to prepare the report draft.
- Review client-visible content; keep internal notes separate.
Report reviewer / publication date
Unresolved recommendation / follow-up owner