When to sell an HVAC maintenance agreement: the month-11 call

Published September 18, 2026 · Applies to residential equipment in the United States

Short answer: offer the maintenance agreement in month 11 after the install. That is the moment before the typical one-year labor coverage ends. The system is due for its first tune-up, and the homeowner still remembers who you are. The pitch doesn't need salesmanship. It is a factual reminder of what changes at the one-year mark and what their warranty expects from them.

Most shops try to sell the maintenance agreement at the install, when the customer has just written a large check and wants you out of the driveway. The better moment comes eleven months later, and most shops miss it because nothing in their system tells them it has arrived.

Why month 11 works

First-year labor coverage is about to end. The installer's workmanship warranty commonly runs one year. After it, the manufacturer's warranty still pays for parts but not labor (see parts vs. labor).
The warranty expects maintenance. Manufacturer terms require the system to be properly maintained, and a dated tune-up record is the proof that holds up when a large claim lands.
It's the first tune-up anyway. The customer needs the visit. The only question is whether they book it with you as a one-off or join a plan.
You still have the relationship. In year three the homeowner calls whoever ranks first on Google. In month 11 they still remember your tech's name.

What to put in the agreement

Two visits a year, cooling in spring and heating in fall, each with a dated, itemized report.
Priority scheduling during peak weeks.
A repair discount, and no after-hours premium for members if you can carry it.
Records kept on file for warranty claims, the benefit that actually matters in year seven and the one no other shop can match for this customer.
Monthly billing if your processor supports it. A small monthly charge converts better than a single annual one.

A month-11 email you can copy

Subject: Your system's first year is almost up Hi {first name}, We installed your {brand} system on {install date}, so its first year ends next month. Two things change at that point: 1. Our first-year labor coverage ends. The manufacturer's warranty keeps covering parts, but not the labor to replace them. 2. The manufacturer expects yearly maintenance, and the dated service report is what keeps a future claim clean. Your first tune-up is due now. You can book it on its own, or join our maintenance plan: two visits a year, priority scheduling, {discount}% off repairs, and every report kept on file in case you ever need to make a warranty claim. Reply to this email or call {phone} and we'll get you on the schedule. {your name}, {shop name}

Adjust point 1 to match your own labor warranty. If yours runs longer than a year, send this before the maintenance visit is due instead.

Make month 11 happen for every install

The hard part isn't the pitch. It's remembering to send it for every install, eleven months later, while the office is buried in peak season. Put the date on the calendar when you close out the install, or automate it.

TenKeeper sends the month-11 email for every install automatically, alongside the warranty registration work, for $89 a month per shop.

Start with the installs you already have.

Send us brand, serial and install date for your last 12 months. We'll check every unit's registration status free, and you'll see which customers are coming up on month 11.

Get the free audit

Quick answers

When is the best time to sell an HVAC maintenance agreement?

For a new install, month 11: just before the installer's typical one-year labor warranty ends, when the first annual tune-up is due and the homeowner still remembers the shop. Selling at the install, right after a large payment, usually converts worse.

What should an HVAC maintenance agreement include?

Commonly two tune-ups a year (cooling and heating), dated itemized service reports, priority scheduling, a repair discount, and records kept on file to support manufacturer warranty claims.

Does an HVAC warranty require annual maintenance?

Manufacturer warranties generally require the system to be properly maintained, and a manufacturer may ask for maintenance records when a large claim is filed. A dated yearly service invoice from a licensed contractor is the standard proof.

How do HVAC contractors remind customers about maintenance?

The reliable way is to set the reminder when the install is closed out: a dated task or automated email for month 11 and each year after. Shops that rely on memory miss most of them during peak season.

Related guides

This guide is general information, not legal advice, and TenKeeper is not affiliated with any manufacturer named above. Warranty terms are set by each manufacturer and can change; the certificate issued for your specific unit always governs.