Texas HVAC Service Agreement (Free Template + State Notes)

What Your Texas 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 if 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/hail/high-wind, extreme heat, freeze/ice, and hurricane rescheduling language (esp. rooftops and coastal jobs).
• Pricing Model: Flat-rate vs. time-and-materials; trip fee; parts handling/mark-up; optional rural mileage and island/coastal access line items.
• Materials & Parts: OEM or equivalent; low-ambient/defrost controls; condensate freeze protection & overflow safeties (attic AHUs); curb adapters & hail/wind guards for RTUs; corrosion-resistant hardware/coatings for Gulf Coast.
• Customer Responsibilities: Filters, clearances, utilities, HOA/condo/historic 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/salt-air corrosion 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: Texas law; optional county venue (Harris, Dallas, Tarrant, Bexar, Travis, Collin, Denton, El Paso, Fort Bend, Montgomery, etc.).
• Licensing/Registration: Show your legal business name and applicable TDLR ACR license (Class A or B; endorsements such as Environmental Air or Commercial Refrigeration/Process; and license number). Use properly licensed subs for electrical/plumbing/gas-piping where required.

Texas-Specific Notes (Read Before You Sign)

TDLR licensing: Air Conditioning & Refrigeration contracting is regulated by the Texas Department of Licensing & Regulation. Display your company’s ACR license class (A/B), applicable endorsements (e.g., Environmental Air, Commercial Refrigeration/Process), and license number on proposals and the contract; ensure scope matches your license and registrants.

Permits & inspections are local: Issued by the city/county AHJ (e.g., Houston, Dallas, Austin, San Antonio, Fort Worth, El Paso, Arlington, Plano). 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 enforce IMC/IECC (and IRC residential) with local amendments. If your scope triggers duct leakage tests, ventilation/ERV balancing, economizers/DOAS, or commissioning/controls, assign responsibilities and testing fees in the agreement.

Climate & geography: Include heat/humidity & IAQ options (dehumidification/ventilation), freeze protection for attic AHUs/condensate in North/Central TX, wind/hail/tornado guards and anchorage for RTUs, and corrosion protection for Gulf Coast sites. Add rescheduling language for hurricanes, high-wind events, hailstorms, and extreme heat/cold advisories.

Fuel-fired equipment: Where gas/oil appliances are involved, note 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: Texas provides mechanic’s lien rights with specific notices/timelines (especially for commercial jobs). Keep clear payment terms and retain proof of 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 (Texas)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 901 Bagby St, Houston, for a fixed price of $575 plus applicable taxes/permit fees. Includes travel within 20 miles and standard disposal.

Time & Materials Example

Labor: $160/hour (first hour billable in full, then 30-min increments).
Materials: Cost + 25% handling.
Trip Fee: $95 per on-site visit (elevator/crane/roof access billed if required; coastal/island access or rural mileage as 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 (Texas)

• Coverage: 2–3 tune-ups/year per covered system (spring, fall, and optional mid-summer for heavy-use sites).
• Tasks: Coil cleaning as needed; condensate management/overflow safeties; electrical tighten; refrigerant check; burner/boiler safety checks where applicable; ERV/HRV filter & core inspection; rooftop safety protocols; optional dust-screen service for hail/wind areas.
• Filters: Customer- or Contractor-supplied; sizes/intervals listed in annex; consider higher MERV during allergy season or dust 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/corrosion/overheat damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

TDLR ACR License & Identification

Contractor holds the required Texas TDLR Air Conditioning & Refrigeration license(s) for the work described (Class A or B with applicable endorsement[s]). Contractor’s legal name and License No. TX-ACR-{{your_number}} appear on this agreement and related communications. Licensed subcontractors will be used for electrical/plumbing/gas-piping where required.

Hurricane/High-Wind, Hail/Tornado & Freeze

Where required by code, manufacturer, or site conditions, equipment will include rooftop anchorage/curb adapters with vibration isolation and hail/wind guards, corrosion-resistant hardware/coatings for coastal environments, and condensate freeze protection (heat-trace/aux pans/float switches) for attic or cold-exposed installations. Work may be postponed during hurricanes, severe-thunderstorm or tornado watches/warnings, high-wind, or extreme-heat/cold 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 Texas. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

Texas HVAC Contract — FAQs