HVAC Installation & Repair Contract Template
HVAC agreements should distinguish equipment supply from installation labor, commissioning and ongoing maintenance. Accurate model and capacity information can prevent misunderstandings about what is included.
Important: this is not an executed contract
This educational starting point is not a jurisdiction-approved form. Requirements for licensing, deposits, notices, cancellation, consumer protection, and signatures vary. Have a qualified professional review the final document. Saving or downloading a draft does not sign it, initiate payment or change an invoice.
Identify equipment and installation scope
Record the manufacturer, model, capacity, efficiency rating, controls, thermostat, ductwork and accessories. Describe removal and disposal of existing equipment, electrical or gas connections and any planned duct sealing or replacement. Approved substitutions should be written down before equipment is ordered.
Define testing, commissioning and inspections
Describe startup checks, balancing or airflow tests when included, refrigerant handling and any required permit or inspection. If the project may involve electrical-panel upgrades or structural modifications, identify who is responsible and whether those costs are outside the HVAC quote.
Separate product and workmanship warranties
Manufacturer warranty terms may depend on registration or maintenance. State any contractor workmanship coverage separately, including claim procedure, duration and exclusions permitted by law. A maintenance plan or seasonal service subscription should be a separately understood recurring agreement.
Contract review checklist
- Equipment make, model, capacity and included accessories
- Duct, controls, electrical, gas and ventilation scope
- Removal, disposal, refrigerant and commissioning services
- Permits, inspections and scheduled access
- Customer payment milestones and documented substitutions
- Separate manufacturer warranty and labor coverage
Frequently asked questions
What if the quoted unit is out of stock?
Identify an approved alternative in writing, including performance and price differences, before substitution.
Does a replacement contract include new ductwork?
Not unless the scope says so. Describe duct modification, cleaning, testing and exclusions individually.
Is a maintenance subscription part of the installation contract?
Only if expressly agreed. State recurring frequency, cost and cancellation terms separately.
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