ServiceReserve
Free form template

HVAC service request form template that sorts no-cool from tune-up.

A free HVAC service request form that captures system type, symptoms, age, and a data plate photo before a tech rolls. The form on this page is interactive, so step through it. Use it on Google's Book online button, embed it on your website, or send it as a link.

Use this template freeBuild it free · start your 30-day trial when you go live

Try it: the form on this page is interactive. Pick a service, answer the questions, and step through to the confirmation.

SH

Summit Heating & Air

1180 W Main St, Mesa AZ · (480) 555-0142

Select Services

Choose your services

Select the specific services you need.

Powered by ServiceReserve

Questions in this template, and why they matter

QuestionTypeWhy ask it
What kind of system do you have?(required)Central AC · Heat pump · Gas furnace · Ductless mini-split · Boiler · Packaged rooftop unit · Not sureDropdownSystem type decides which tech, tools, and common parts go on the truck.
What's going on?(required)No cooling · No heat · Weak airflow · Water leaking · Strange noise or smell · Thermostat problem · Won't turn on · OtherDropdown (multi)Symptoms tell the dispatcher whether this is a quick fix, a refrigerant job, or a likely replacement talk.
Is the system running at all right now?Yes / NoA dead system in July or January gets triaged ahead of a unit that runs but underperforms.
About how old is the system?Under 5 years · 5–10 years · 11–15 years · Over 15 years · Not sureDropdownOlder systems may use phased-out refrigerant, and age shapes whether you quote a repair or a replacement.
Where is the indoor unit?Attic · Basement · Closet or utility room · Garage · Crawlspace · Not sureRadioAttic and crawlspace units take longer and may need a second tech or a ladder.
Are you on one of our maintenance plans?Yes / NoPlan members often get priority scheduling or set pricing, so the office can flag them right away.
Photo of the outdoor unit's data plateFile uploadThe data plate shows model, serial, tonnage, and refrigerant type without a trip outside.
Gate codes, pets, or anything else we should know?Long textAccess details prevent a wasted trip when the tech can't reach the unit.

How to use this template in ServiceReserve

  1. 1

    Sign up and pick HVAC

    Your booking form starts with the HVAC services: Repair, Maintenance / Tune-Up, New System Estimate, Installation, and more. Rename, reprice, or remove any of them.

  2. 2

    Add the questions

    Open Services and add the questions above to the whole form, a category, or a single service. Mark the ones you can't dispatch without as required.

  3. 3

    Set your area and arrival windows

    Add the ZIP codes you cover in Service areas and choose how customers pick a time in Schedules.

  4. 4

    Publish it where customers find you

    Turn on the Book online button on Google, embed the form on your website, or share a link or QR code.

Tips for a better HVAC request form

  • Require only system type and what's going on; age, location, and the data plate photo help but shouldn't block a homeowner who's sweating.
  • Put New System Estimate on its own form with scheduling turned off, so replacement leads come in as requests your comfort advisor calls back.
  • Ask replacement-specific questions, like home square footage or number of floors, on the estimate service only in Services.
  • Use Time Windows or Morning / Afternoon in Schedules and add date overrides for peak-season days when you run extra crews.
  • Add your ZIP codes in Service areas so out-of-area homeowners see a message before they finish, not after your office calls them.

The question list, ready to copy

Use it in ServiceReserve or any form builder.

1. What kind of system do you have? (required) — Dropdown: Central AC, Heat pump, Gas furnace, Ductless mini-split, Boiler, Packaged rooftop unit, Not sure
2. What's going on? (required) — Dropdown (multi): No cooling, No heat, Weak airflow, Water leaking, Strange noise or smell, Thermostat problem, Won't turn on, Other
3. Is the system running at all right now? — Yes / No
4. About how old is the system? — Dropdown: Under 5 years, 5–10 years, 11–15 years, Over 15 years, Not sure
5. Where is the indoor unit? — Radio: Attic, Basement, Closet or utility room, Garage, Crawlspace, Not sure
6. Are you on one of our maintenance plans? — Yes / No
7. Photo of the outdoor unit's data plate — File upload
8. Gate codes, pets, or anything else we should know? — Long text

Frequently asked questions

Can I use this form for estimates without offering times?

Yes. The scheduling step is optional. Leave it off on an estimate form, and each submission lands in Requests with the answers so your office can call to set the visit.

Can homeowners send a photo of the data plate?

Yes. Add a File upload question. The photo comes through with the booking, so you can read the model, tonnage, and refrigerant type before the visit.

Can repairs and tune-ups ask different questions?

Yes. Questions can attach to the whole form, a category, or a single service. A tune-up can skip the symptom question while a repair requires it.

Keep going