Tennessee HVAC Service Agreement (Free Template + State Notes)

What Your Tennessee HVAC Contract Should Include

The builder formats these into a clean, professional agreement:

• Parties & Premises: Legal names, service address, site contact, access windows; attic/roof/mechanical-room access as applicable.
• Scope of Work: Repair/replace/maintain; split/packaged, heat pumps (incl. cold-climate), gas furnace/boiler & hydronic, mini-split/VRF, RTUs/DOAS; ERV/HRV; controls/BAS.
• Service Levels: Standard vs. emergency; after-hours; severe thunderstorm/tornado/lightning, flooding, and freeze/ice rescheduling language.
• Pricing Model: Flat-rate vs. time-and-materials; trip fee; parts handling/mark-up; optional rural mileage line item.
• Materials & Parts: OEM or equivalent; low-ambient/defrost controls; condensate freeze protection & overflow safeties for attic AHUs; curb adapters & wind/hail guards for RTUs; vibration isolation.
• Customer Responsibilities: Filters, clearances, utilities, HOA/condo approvals, roof/elevator/crane access, debris/water removal for safe access.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, wind/hail/flood/freeze/overheat damage, non-payment).
• Code & Safety: Local permits/inspections; IMC/IECC (and IRC for residential) with municipal amendments; EPA refrigerant rules; rooftop fall protection; crane/street-use permits where required.
• Change Orders: Written/e-signed authorization for hidden conditions and price changes.
• Payment Terms: Deposits/milestones; due-on-completion; late fees.
• Termination: For convenience vs. cause; cure periods; demobilization costs.
• Dispute & Venue: Tennessee law; optional county venue (Davidson, Shelby, Knox, Hamilton, Rutherford, Williamson, Sumner, Montgomery, Washington, etc.).
• Licensing/Registration: Show your legal business name and applicable TN contractor license classification(s) (e.g., CMC Mechanical; CMC-C HVAC/Refrigeration). Use properly licensed subs for electrical/plumbing/gas-piping scopes where required.

Tennessee–Specific Notes (Read Before You Sign)

State licensing: HVAC/mechanical contracting typically falls under the Tennessee Board for Licensing Contractors. Depending on scope and project value, contractors may need classifications such as CMC (Mechanical) or CMC-C (HVAC/Refrigeration). Display your legal business name and license number on proposals and the contract; ensure scope matches classification and any monetary limits.

Permits & inspections are local: Issued by the city/county AHJ (e.g., Nashville/Davidson, Memphis/Shelby, Knoxville/Knox, Chattanooga/Hamilton, Clarksville/Montgomery, Murfreesboro/Rutherford). Confirm permit needs, plan review (rooftop units/curb adapters/wind), fees, floodplain/placement limits, and inspection timing before change-outs or new installs.

Codes: Jurisdictions adopt and administer IMC/IECC (and IRC for residential) with local amendments. If your scope triggers duct leakage testing, ventilation/ERV balancing, economizers/DOAS, or commissioning/controls, assign responsibilities and any testing fees in the agreement.

Climate & geography: Include heat/humidity & IAQ (dehumidification options), freeze protection for the Cumberland Plateau/Smokies (attic AHUs, condensate lines), anchorage and wind/hail guards for RTUs, and rescheduling language for severe storms/tornado watches and ice events.

Fuel-fired equipment: For gas/oil appliances, reference trade credentials and safety steps (leak checks, venting/combustion air, CO testing) and any manufacturer-required liners/adapters.

Cooling-off (in-home sales): Covered door-to-door/home solicitations generally include a 3-business-day right to cancel. Attach the written notice when applicable.

Liens: Tennessee recognizes mechanic’s lien rights with defined notices/timelines—keep clear payment terms and retain proof of any required notices/waivers.

This page is general business guidance, not legal advice. Requirements can change—verify rules for your municipality and project type.

Example Pricing & Payment Terms (Tennessee)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 1 Public Sq, Nashville, for a fixed price of $545 plus applicable taxes/permit fees. Includes travel within 20 miles and standard disposal.

Time & Materials Example

Labor: $145/hour (first hour billable in full, then 30-min increments).
Materials: Cost + 25% handling.
Trip Fee: $85 per on-site visit (elevator/crane/roof access billed if required; rural mileage surcharge if listed in annex).

Deposits & Late Fees (Sample)

• Deposit: 30% on acceptance for projects over $3,000; balance due on completion.
• Late Fee: 1.5%/month (or the maximum allowed by law) on past-due balances over 15 days.

Maintenance Plan Addendum (Tennessee)

• Coverage: 2 tune-ups/year per covered system (spring cooling; fall heating) — optional mid-summer check for heavy-use sites and mid-winter heat-pump performance check in mountain regions.
• Tasks: Coil cleaning as needed; condensate freeze & overflow checks; electrical tighten; refrigerant check; burner/boiler safety checks where applicable; ERV/HRV filter & core inspection; rooftop safety protocols.
• Filters: Customer- or Contractor-supplied; sizes/intervals listed in annex; consider higher MERV during allergy season/high-pollen events.
• Priority: Plan members get priority scheduling and 10% labor discount on non-covered repairs.
• Exclusions: Non-maintenance repairs, code corrections, concealed defects, abuse, wind/hail/flood/freeze/overheat damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

TN Contractor License & Identification

Contractor holds the required Tennessee contractor license classification(s) for the work described (e.g., CMC Mechanical, CMC-C HVAC/Refrigeration). Contractor’s legal name and License No. TN-CMC/CMC-C-{{your_number}} appear on this agreement and related communications. Licensed subcontractors will be used for electrical/plumbing/gas-piping where required.

Severe Storm/Tornado, Flooding & Mountain Freeze

Where required by code, manufacturer, or site conditions, equipment will include rooftop anchorage/curb adapters with vibration isolation and hail/wind guards, and condensate freeze protection (heat-trace/aux pans/float switches) for attic or cold-exposed installations. Work may be postponed during severe-thunderstorm or tornado watches/warnings, high-wind, flooding, ice, or extreme-heat advisories for crew safety.

Change Orders

No change in scope, parts, or price is valid unless authorized by a written or electronic change order signed by both parties.

Cooling-Off (If Sold In-Home)

If this agreement was solicited and signed at Customer’s residence, Customer may have a three (3) business-day right to cancel. If applicable, a separate cancellation notice is attached explaining how to cancel and where to send notice.

Dispute Resolution & Venue

This agreement is governed by the laws of the State of Tennessee. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

Tennessee HVAC Contract — FAQs