Free HVAC service authorization form

Heating and cooling service work order

Both need a free account, which includes five documents a month with no card. “Use this template” opens it in GSD with the signature fields already placed; the download gives you the blank document to use however you like.

When you would use it

HVAC companies use a service authorization on every diagnostic and repair call. It records what unit was looked at, what the technician found, what the fix costs, and that the homeowner approved it. That matters most on the calls where the answer turns out to be a full replacement.

What the document says

The customer authorises the HVAC contractor to inspect, service, or repair the system described below at the stated price. Diagnosis findings and any recommended additional work are reviewed with the customer before proceeding.

What you fill in

System type e.g. Central AC, 3-ton split
Scope of work e.g. Seasonal tune-up + filter
Price e.g. $189.00

Who signs

Customer: signs first
Provider: signs after the customer

Terms included

The contractor performs the work above using qualified technicians and suitable parts. Refrigerant handling follows applicable regulations. The customer provides access to indoor and outdoor units. Payment is due on completion. The customer signs first; the provider countersigns to confirm the authorization.

Common questions

Can the technician get this signed in the field?

Yes. Send the link from a phone or tablet and the homeowner signs on their own device at the door, or on the tech's. No app, no account.

What if a second unit needs work while we are on site?

Send a second authorization. Keeping one signed document per approved scope keeps the paper trail clean if the invoice is ever questioned.

Sending it for signature

Open the template in GSD, fill in your details, and enter the other party's email. They get a link and sign in their browser on any device (your signer needs no account and nothing to install), and both of you get the completed PDF with an audit trail recording every view and signature, plus a SHA-256 hash so any later change is detectable. Electronic signatures collected this way are intended to be legally binding under the U.S. ESIGN Act and UETA. See security & legal validity for the detail, and pricing for what it costs (the first five documents each month are free).

This template is a starting point, not legal advice. Read the terms and edit them to match how you work, and check that electronic signing suits your document type and jurisdiction before you rely on it.

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