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Free HVAC terms and conditions template

HVAC terms and conditions for service calls, repairs and installs: diagnostic fees, repair approval, refrigerant, parts availability, equipment warranty registration, payment and maintenance plans.

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Terms and conditions
This is a template, not legal advice. Check your state's rules before you use it.
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Terms and conditions

Diagnostic
Each service call includes a diagnostic fee of [amount]. If you approve the repair, it is [credited or not credited] toward the repair.
Approval
We give you the price of each repair before we do it. Nothing is replaced without your OK.
Parts
If a part is not on the truck, we order it and return to finish. Back orders are outside our control; we will keep you updated.
Refrigerant
Refrigerant is billed by the pound at the price on your estimate. We will tell you if a leak needs repair rather than repeated recharges.
Equipment warranty
New equipment carries the manufacturer's parts warranty, which may require registration. Our labor warranty is separate and is described in our written warranty.
Payment
Payment is due when the work is done, by [card, bank transfer, check].
Disputes
If something goes wrong, call us first. We will try to resolve it within [days] days before either side takes other steps. These terms are governed by the law of [State]. This is a template, not legal advice.

This is a template, not legal advice. Check your state's rules before you use it.

What a HVAC terms and conditions is for

HVAC customers call when it is hot or cold and want it fixed now, which is when misunderstandings happen. Terms that explain the diagnostic fee, that parts may need to be ordered, how refrigerant is billed, and how manufacturer warranties work, set expectations before the van shows up and give you something to point to when a part is on back order.

What to put in a HVAC terms and conditions

  • Diagnostic fee and whether it is credited.
  • Repair approval before work.
  • Parts availability and back orders.
  • How refrigerant is billed.
  • Manufacturer warranty registration and labor coverage.
  • Payment terms and maintenance plan terms.

Terms HVAC customers ask about

  • Why is there a fee just to look at it?
  • What if the part has to be ordered?
  • Why is refrigerant so expensive?
  • Is the new unit's warranty registered?
  • What does the maintenance plan include?

How to fill it in

  1. Edit each term to match how you run your business.
  2. Fill in the blanks: amounts, days and your state.
  3. Download Word to print on the back of estimates, or paste into your estimate software.
This is a template, not legal advice. Check your state's rules before you use it.

Free tools for HVAC

The same terms and conditions for other trades: house cleaning, electrical, handyman, landscaping, plumbing.

More for HVAC companies: how HVAC companies run on Koira.

FAQ

What should HVAC terms and conditions include?

The diagnostic fee, how repairs are approved, parts and back orders, refrigerant billing, warranty registration and labor coverage, payment, and maintenance plan terms if you sell them.

Should HVAC companies charge a diagnostic fee?

Many do, because diagnosing takes skill and drive time. State it before the visit and say whether it is credited to the repair.

How should I write refrigerant charges in my terms?

Say refrigerant is billed by the pound at the price on the estimate, and that a leak is better repaired than recharged repeatedly.

Do maintenance plan terms belong here?

Put the basics here and the details in a service agreement. Our service agreement templates have HVAC maintenance plan terms.

More HVAC templates

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HVAC Terms and Conditions Template (Free) | Koira