Questions to ask before you sign a maintenance agreement.
By Tyler Wayne, FMP · Working B2B HVAC Rep on the Wasatch Front · Updated October 2026
Get the scope in writing before you sign: which equipment is covered, how many visits a year, what happens on each visit, how fast they respond when something breaks, and what the report looks like afterward. A good agreement tells you what's covered before you need it.
The equipment list
Every unit should be listed by location and type: rooftop units, split systems, boilers, chillers, exhaust fans. If it isn't on the list, assume it isn't covered.
Visit frequency
Many commercial buildings here do two to four visits a year, often with a heating startup in fall and a cooling startup in spring. Critical spaces may need more. Ask why the proposed frequency fits your building.
What happens on each visit
- Is there a written task list for each equipment type?
- Are filters and belts included, and how often?
- How often are coils cleaned?
- Are heat exchangers inspected at the fall visit?
When something breaks
- What's the response time during business hours and after hours?
- Who answers the phone at 2 am?
- How are repairs quoted and approved?
The report
Ask to see a sample. A useful report has photos, readings and recommendations ranked by urgency, so you can plan budgets instead of reacting.
The people
- Will the same techs come back so they learn your building?
- Are they trained on newer refrigerants? See the refrigerant change.
- How do they handle roof access and safety?
The fine print
Check the term, renewal and cancellation terms, and what happens to pricing at renewal.
Common questions
How many maintenance visits does a commercial building need?
Two to four a year is common here, often including fall heating and spring cooling startups. Critical spaces may need more.
What should a maintenance report include?
Photos, readings and recommendations ranked by urgency, so you can plan repairs and budgets.
Are filters usually included?
It depends on the agreement. Ask so there are no surprises.