Form templates / Construction & Contractors
HVAC Service Request Form
An HVAC service request form should tell you what's installed before you arrive. Make, type, age and what it's actually doing decide whether this is a filter, a refrigerant leak, or a replacement conversation.
For builders, trades, contractors and site managers.
The age of the unit changes the whole visit
A three-year-old system with a fault is a repair. A nineteen-year-old system with the same fault is a decision about whether to spend anything on it at all - and it's much better for both sides if that conversation is expected rather than sprung.
So this template asks for the age, the make and when it was last serviced, alongside the symptoms. It also asks whether the problem is heating, cooling or both, which is often the single most diagnostic answer on the form.
Fewer no-shows, fewer surprises
No-shows and "I thought I booked the other thing" both come from the same place: a booking nobody wrote down properly. When the customer types it themselves, there's a record, in their words, of exactly what was asked for.
Site access, scope and dates decide the price
Two identical-sounding jobs price differently because of parking, access, floor level and whether anyone lives there during the work. Those are the questions that stop a quote becoming an argument.
Asking on a form also gives you a written scope. When the job changes - and it will - you have what was originally described, dated, in the customer's own words.
Confirm in writing, immediately
The moment they submit, they see a confirmation and you get an email. No wondering whether it arrived - which is the thing that makes people phone you anyway.
Edit it like a document, publish like a link
Add questions, remove questions, change the order and the wording, set your accent colour. When you save, the form is live at its own address - share it by link, QR code or a button on your site, and read the answers in your dashboard.
What this template asks
- Your name
- Email address
- Phone number
- Address and postcode
- Property
- What kind of system?
- Make and model, if you know it
- Approximate age
- How many indoor units?
- When was it last serviced?
- What do you need?
- What's happening?
- Error code, if one is showing
- How urgent?
- When can we come?
- Access notes
More Construction & Contractors forms
Questions
Should I ask for the model number?
Ask, but keep it optional - people often can't find it. Make, approximate age and photos of the plate cover most of what you need.
Can I use one form for maintenance contracts and breakdowns?
You can, with the first question separating them. Many companies run two forms so the contract version can ask about sites and unit counts instead.
Does this book the slot automatically?
No - it collects a request, and you confirm it. That's deliberate: real diaries have exceptions, and a form that promises a slot you can't honour costs more than one that asks.
Can I limit the options people can pick?
Yes. The service and time-of-day lists are yours to edit, so people can only choose from what you actually offer. You can also close the form when you're full.
Will I know straight away?
Yes, if you want to be. Turn on live notifications and every request is emailed to you the moment it arrives; otherwise collect them and read them in your dashboard.
Can customers send photos of the job?
Not as uploads yet, but asking for a link to photos works today and most people already have them on a phone. The rest of the detail that drives your price is captured here.
Publish your hvac service request form today
Start from this template and change anything you like. Free to begin.