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Tankless DHW Service Agreement

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Tankless Water Heater “Comfort Assurance” Service Agreement

Foley Mechanical Inc. — P.O. Box 115 Medford NJ 08055 — 609-654-7327 — www.foleymech.com — HIC#13VH00185900

Tankless Water Heater Contract

for the sum of $156.00 yearly.

$13.00 Paid via credit card each month on the 1st day of the month.

Reoccurring each month thereafter until policy is canceled.

This service contract is for a period of one year, and includes yearly maintenance. As a Foley Mechanical “Comfort Assurance” customer you can rest assured you will be comfortable all year long.

Once yearly maintenance to include: A thorough system cleaning and inspection.

We will ensure all parts are operating safely and efficiently, and properly service the unit to extend the system of the unit and avoid costly breakdowns.

Priority Service: As a contract customer you will receive priority scheduling, discounted products, and 24/7 phone service. Contract customers may also qualify for discounted upgrades and accessories.

Replacement Discounts: Contract holders will have discounted replacement options for the variety products and services we offer.

COMFORT ASSURANCE POLICY

Our system maintenance includes:

  • Check and adjust thermostat.
  • Check and clean the igniter and flame rod.
  • Check all wiring and connections to controls and electrical connections.
  • Flush system with de-scaling solution.
  • Combustion test in low/high fire.
  • Check all piping for leaks or corrosion.
  • Remove, inspect, and clean flow sensor.
  • Check the blower motor.
  • Check water/gas pressure settings.
  • Inspect associated gas pipes for leaks.
  • Check operating pressures.
  • Measure flow rate from water flow sensor.
  • Check and clean condensate line.
  • Check air pressure switch.
  • Lubricate parts as needed.
  • Check and clean exterior.

FEE SCHEDULE AS FOLLOWS:

Diagnostic Fee of $99.00 (Reg. $139.00)

Monday – Friday 8:00AM to 6:00PM

15% Discounted Flat Rate Repairs quoted at time of service.

Priority Emergency - No Heat Calls

Monday – Friday 8:00AM to 6:00PM

Emergency Weekend, Holiday, or Evening services - $189.00 (Reg. $239.00)

Your Comfort Assurance policy ensures years of worry free operation through regular maintenance.

Foley Mechanical Inc., hereafter referred to as THE COMPANY, will provide the necessary service and maintenance for your heating system.

GENERAL CONDITIONS

This Agreement between THE COMPANY and The PROPERTY OWNER OR AGENT covers only the primary structure listed above. The PROPERTY OWNER OR AGENT understands that THE COMPANY’S liability under this Agreement is limited to providing REMEDIAL CORRECTIONS ONLY and in no way, implied or otherwise, is responsible for damages or repairs to the structure(s) or contents. THIS AGREEMENT IS VOID WITHOUT A SIGNATURE FROM AN AUTHORIZED COMPANY REPRESENTATIVE.

THE COMPANY will conduct a maintenance inspection of the above structure(s) prior to coverage. If at any time during this one year period should a maintenance issue arise, THE COMPANY will re-inspect upon notification by property owner and provide a remedial treatment recommendation(s) at no additional cost, within the 1st year. THE COMPANY reserves the right to revise this annual renewal fee as of any anniversary date. Payments are to be made within (30) days of the anniversary date of this agreement. Failure to pay the fee voids the extension of this agreement. THE COMPANY and owner/agent both reserve the right to cancel this agreement on the anniversary date. THE COMPANY is not responsible for any pre-existing conditions or issues that may arise due to those conditions. THE COMPANY reserves the right to bill your account and/or credit card once per month for this service.

THE COMPANY AND THE PROPERTY OWNER OR AGENT AGREES TO THE FOLLOW TERMS AND CONDITIONS:

1. ADDITIONS OR ALTERATIONS

This Agreement covers only the structure(s) identified on the previous page as of the date of the initial work. If the above structure(s) is structurally modified, altered, or otherwise changed, the PROPERTY OWNER OR AGENT will immediately notify THE COMPANY in writing. Such additions may result in the need for additional work (at your expense) or this Agreement becomes null and void.

2. DAMAGE:

THE COMPANY shall not be responsible for (1) any past or existing damage or repairs to the structure(s) or its content at the date of this Agreement, (2) any costs or expenses incurred by the PROPERTY OWNER OR AGENT as a result of such damage, or (3) any damage caused by or related to any of the conditions described herein.

3. NOTICE OF CLAIMS, ACCESS TO PROPERTY

Any claim under the terms of the Agreement must be made immediately in writing to THE COMPANY. THE COMPANY is only obligated to perform under this Agreement if the PROPERTY OWNER OR AGENT allows THE COMPANY access to the identified structure for any purpose contemplated by the Agreement, including but not limited to re-inspection, whether the inspection was requested or considered necessary by the PROPERTY OWNER OR AGENT or required by the Agreement and requested or considered by THE COMPANY.

4. DISCLAIMER

THERE ARE NO GUARANTEES OR WARRANTIES, EXPRESSED OR IMPLIED, EXCEPT THOSE SPECIFICALLY STATED HEREIN. THERE ARE NO WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

5. BINDING ARBITRATION

In the event of any dispute between THE COMPANY and the owner and Property Owner or Agent Arising out of or relating to this Agreement, the parties hereby expressly agree to submit their dispute to binding arbitration in Burlington County, NJ for resolution in accordance with the rules and requirements of the American Arbitration Association.

6. TRANSFERABILITY

This Agreement shall terminate upon transfer of ownership of the described structure(s). A new Agreement may be issued by THE COMPANY at its discretion, to a new Purchaser provided the new Purchaser signs an updated Agreement as owner/agent. New owner/agent will be responsible for current fees due at time of purchase.

7. INHERENT RISKS

It is impossible to eliminate all risks associated with this service. Unintended consequences may result because of abnormal weather conditions (such as excessive rainfall, flood, drought, tornadoes, hurricanes), which are beyond the control of THE COMPANY. All such risks shall be assumed by THE PROPERTY OWNER OR AGENT. THE COMPANY is not responsible for acts of God, Terrorism, or other catastrophic events.

8. AUTHORIZED SERVICE

This contract and all obligations of Foley Mechanical Inc are void if the customer services or attempts to service his own heater, or allow anyone other than an authorized service person from Foley Mechanical Inc. to perform any services on the covered system.

9. CANCELLATION

This policy is auto-renewing and will continue on a month to month basis until cancelled by the customer or THE COMPANY. Cancellation will be effective for non-payment, declined charges, or invalid payment source within 30 days of notification. Customer must notify THE COMPANY 30 days prior to intended cancellation in writing. No refunds or returns on unused balances.

NOTICE OF RIGHT TO CANCEL

FOR INFORMATION ABOUT CONTRACTORS AND THE CONTRACTORS' REGISTRATION ACT, CONTACT THE NEW JERSEY DEPARTMENT OF LAW AND PUBLIC SAFETY, DIVISION OF CONSUMER AFFAIRS AT 1-888-656-6225.

NOTICE TO CONSUMER

YOU MAY CANCEL THIS CONTRACT AT ANY TIME BEFORE MIDNIGHT OF THE THIRD BUSINESS DAY AFTER RECEIVING A COPY OF THIS CONTRACT. IF YOU WISH TO CANCEL THIS CONTRACT, YOU MUST EITHER:

1. SEND A SIGNED AND DATED WRITTEN NOTICE OF CANCELLATION BY REGISTERED OR CERTIFIED MAIL, RETURN RECEIPT REQUESTED; OR

2. PERSONALLY DELIVER A SIGNED AND DATED WRITTEN NOTICE OF CANCELLATION TO:

FOLEY MECHANICAL INC. 11 BROAD ST. MEDFORD NJ 08055 609-654-7327

If you cancel this contract within the three day period, you are entitled to a full refund of your money. Refunds must be made within 30 days of the contractor's receipt of the cancellation notice.

I would like to cancel This Contract:

The undersigned accepts and understands the terms of this agreement:

PRINT

SIGN

DATE

An inspection of the above units has been performed and CONTRACTOR accepts this agreement.

Enter text✕

What the Tankless DHW Service Agreement Is and When It Applies

A Tankless DHW Service Agreement is a written contract between a property owner or manager and a service provider that defines the scope, schedule, pricing, warranties, and responsibilities for maintenance, repair, and inspection of a tankless domestic hot water (DHW) system. Typical provisions cover preventative maintenance visits, parts and labor exclusions, emergency response times, service call billing, and termination or renewal terms. The agreement formalizes who is responsible for routine descaling, filter replacement, system diagnostics, and repairs to heat exchangers, burners, and control modules to reduce disputes and ensure predictable service outcomes.

Why a Written Agreement Benefits Owners and Technicians

A clear Tankless DHW Service Agreement reduces ambiguity about responsibilities, limits liability through defined exclusions and caps, sets response and payment expectations, and documents scheduled maintenance that preserves manufacturer warranties and system performance.

Why a Written Agreement Benefits Owners and Technicians

Typical parties who complete or rely on this agreement

The Tankless DHW Service Agreement is used by building owners, property managers, plumbing contractors, HVAC service firms, and facility maintenance teams to document recurring or one‑time service for tankless water heaters.

  • Residential landlords and homeowners who own tankless units and need recurring maintenance or single repair coverage.
  • Commercial property managers for small multi‑family buildings, restaurants, or office buildings with on‑demand water heating systems.
  • Licensed service providers and contractors offering scheduled maintenance, emergency repairs, or installation follow-up work.

Using a standardized agreement helps align expectations, supports compliance with manufacturer requirements, and simplifies invoicing and insurance documentation.

Who may legally sign and bind the agreement

Property Owner

An owner or an authorized representative (property manager or facilities director) who has decision authority for repairs and payment obligations should sign. Verify corporate authority if the owner is an LLC or corporation to avoid later challenges to signature validity.

Licensed Technician

A licensed contractor or company officer signs on behalf of the service provider. The signer should include company name, license number, and title to establish attribution and permit verification if disputes arise.

Core clauses to include in a professional Tankless DHW Service Agreement

A complete agreement balances operational detail with concise legal protections. Include clauses that define parties, scope, exclusions, payment, term, termination, liability limits, confidentiality where needed, and procedures for emergency service and parts procurement.

Scope of Work

Describe maintenance tasks, inspections, performance checks, and any system startup or shutdown procedures covered by the contract.

Service Schedule

Specify frequency of preventative visits, allowable appointment windows, and response time targets for emergency calls.

Parts and Labor

Define which parts are included, excluded, or billed at cost plus markup; state labor rates or flat fees.

Warranties

State any workmanship warranty, its duration, and how warranty claims are processed.

Liability and Limits

Cap direct damages, exclude consequential damages where allowed, and require proof of contractor insurance.

Termination and Renewal

Provide notice periods, early termination charges, and automatic renewal terms if applicable.

Essential information fields to collect on the form

Party Names: Full legal names of owner and provider
Contact Details: Phone, email, and mailing address
Service Address: Physical location of the tankless unit
Unit Details: Make, model, and serial number
Pricing Terms: Service fee, billing cadence
Effective Date: Agreement start date

Step-by-step: filling out and executing the agreement

Follow this sequence to complete the Tankless DHW Service Agreement accurately and make it enforceable for both parties.

  • 01
    Gather unit facts: Collect make, model, serial, and warranty documents.
  • 02
    Define scope: List maintenance tasks, exclusions, and emergency services.
  • 03
    Set pricing: Record fees, billing cycles, and parts markup.
  • 04
    Sign and date: Authorized representatives sign and date the contract.

How to set up the agreement for online completion

Configure an eSignature workflow that assigns roles, enforces required fields, and preserves an auditable trail consistent with ESIGN and UETA requirements.

Field Configuration
Required Fields Enable for names, dates, and signature blocks
Signer Order Set owner first, then service provider
Authentication Use email link or SMS code for signer identity
Retention Store signed PDF + audit trail

Where to send or file the completed agreement

Decide on the final destinations for originals and electronic copies to support accounting, maintenance records, and warranty claims.

  • Owner File: Owner retains fully executed copy for records
  • Provider File: Service provider keeps signed copy plus service logs
  • Accounting: Send invoice and signed agreement to accounts payable
  • Manufacturer: Retain proof of maintenance for warranty validation

Digital signing and platform considerations

Use a platform that creates a tamper-evident signed PDF, records an audit trail (IP, timestamp), and can retain the executed record for reproduction.

  • File formats: PDF, DOCX supported
  • Integrations: Works with Google Workspace, MS 365, NetSuite
  • Security: TLS in transit, AES-256 at rest

Ensure the chosen platform supports the required signer authentication and retention standards under ESIGN and any applicable industry rules such as HIPAA if health data is involved.

Typical timelines and processing expectations

Common timing items include scheduled maintenance intervals, emergency response windows, and billing cycles. Document these clearly to avoid misunderstandings.

First service visit:

Within 30 days of effective date

Preventative maintenance:

Every 6 or 12 months per plan

Emergency response:

Specify hours, e.g., 24-hour or 72-hour

Invoice terms:

Net 30 typical

Warranty claim window:

Follow manufacturer timeline

Key milestones in the contract lifecycle

A sequential view of milestones helps teams track obligations, renewals, and service performance over time.

01

Execution

Agreement signed and effective date recorded.

02

Initial Inspection

First system assessment and baseline report produced.

03

Scheduled Maintenance

Regular visits per the agreed schedule occur.

04

Review and Renewal

Parties evaluate service, adjust fees, or renew term.

Common mistakes to avoid when preparing the agreement

  • Vague scope language that omits exclusions and leads to dispute over what constitutes normal wear versus covered repair.
  • Failing to list unit serial numbers and model details, which complicates warranty claims and part ordering during repairs.
  • Not specifying emergency response times or after-hours rates, causing disagreement over billing for urgent calls.
  • Using unsigned or undated signature blocks, which can render the agreement unenforceable or delay service authorization.

Risks and consequences of an incomplete or incorrect agreement

Service Delays: Ambiguous authorization leads to work stoppage
Warranty Void: Missing maintenance evidence can void manufacturer warranty
Billing Disputes: Unclear rates create invoicing disagreements
Liability Exposure: Absent indemnities increase legal risk
Regulatory Noncompliance: Health or safety requirements may be unmet
Enforceability Issues: Improper signatures or deficient consent affect validity

Real-world examples of contract use

Two concise examples show how agreements can be tailored for common situations: a residential maintenance plan and a commercial emergency coverage arrangement.

Residential Maintenance Plan

A homeowner wanted annual descaling and annual safety checks to keep the warranty valid

  • Service includes two visits per year
  • The provider documented visits, preserved the warranty, and reduced unexpected failures by proactive part replacement and clear billing.

Commercial Emergency Coverage

A small restaurant required 24-hour emergency response after hours

  • The agreement set a four‑hour response SLA and premium hourly rate
  • Clear SLA and pricing avoided billing disputes and ensured rapid restoration of hot water service during peak hours.

How to save and export completed agreements

After execution, create durable electronic records and export them in standard formats to support reproduction, audit, and warranty claims.

Signed PDF

Export a tamper-evident PDF with embedded audit trail for long-term preservation and admissibility.

DOCX Editable Copy

Keep a redacted DOCX for future amendments and template reuse while preserving the signed PDF as the legal record.

CSV Service Log

Export service visit data to CSV for accounting and warranty reconciliation.

Backup and Archive

Store executed files in encrypted cloud storage with role-based access controls.

Vendor pricing snapshot for eSignature tools (signNow shown first)

Compare starting prices and core capabilities relevant for executing Tankless DHW Service Agreements online. Pricing reflects typical annual billing tiers and common feature availability.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no card No No Yes, limited Yes, limited
Bulk Send Yes (Premium tier); no envelope cap Yes; 100 envelopes/user/yr cap Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA) Yes (BAA) Yes (BAA) No No

Frequently asked questions about the Tankless DHW Service Agreement

Answers to common practical and legal questions about completing, signing, and storing the Tankless DHW Service Agreement.


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