Indiana HVAC Service Agreement (Free Template + State Notes)

What Your Indiana HVAC Contract Should Include

The builder formats these into a clean, professional agreement:

• Parties & Premises: Legal names, service address, site contact, access windows; attic/crawl/roof access as applicable.
• Scope of Work: Repair/replace/maintain; systems covered (split/packaged, heat pumps incl. cold-climate, gas furnace/boiler & hydronic, mini-split/VRF, RTUs; ERV/HRV; controls).
• Service Levels: Standard vs. emergency response; after-hours rates; snow/ice/freezing, severe thunderstorms/tornado watches rescheduling language.
• Pricing Model: Flat-rate vs. time-and-materials; trip fee; parts handling/mark-up.
• Materials & Parts: OEM or equivalent; low-ambient/defrost controls; condensate safeties & freeze protection; curb adapters/hail guards for RTUs.
• Customer Responsibilities: Filters, clearances, utilities, HOA/condo approvals, roof access, snow/ice removal for safe access.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, freeze/wind/hail damage, non-payment).
• Code & Safety: Local permits/inspections; Indiana Mechanical & Energy codes (IMC/IECC-based) with municipal amendments; EPA refrigerant rules; rooftop fall protection; proper condensate disposal.
• 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: Indiana law; optional county venue (Marion, Allen, Vanderburgh, St. Joseph, Hamilton, Tippecanoe, Lake, etc.).
• Licensing Info: Legal business name and any required municipal contractor registrations/licenses printed on the agreement; state-licensed subs for electrical/plumbing scopes where applicable.

Indiana-Specific Notes (Read Before You Sign)

Licensing/registration: Indiana does not have a single universal statewide HVAC contractor license; many cities/counties require their own contractor registration or license (e.g., Indianapolis/Marion County). Electrical and plumbing scopes use state/municipal licensing—use properly licensed subs where required. Display your legal business name and any municipal numbers on proposals and the contract.

Permits & inspections are local: Mechanical/electrical/gas permits are issued by the city/town/county AHJ (e.g., Indianapolis, Fort Wayne, Evansville, South Bend, Carmel, Bloomington, Lafayette). Confirm plan review (especially for rooftop equipment/wind design), permit fees, and inspection timing before change-outs/new installs.

Energy/mechanical codes: Jurisdictions enforce the Indiana Mechanical Code and Indiana Energy Conservation Code (IMC/IECC-based) with local amendments. If your scope triggers duct sealing/leakage testing, ventilation/ERV balancing, economizers on certain RTUs, or controls/commissioning, state responsibilities and testing fees in the contract.

Climate & rooftops: Call out freeze protection (trap/heat/overflow safeties) for condensate and piping; snow/ice access; curb adapters and anchorage/strapping for RTUs; hail guards for exposed coils. Include safety/rescheduling language for severe weather and tornado alerts.

Cooling-off (in-home sales): For covered door-to-door/home solicitations, customers generally have a 3-business-day right to cancel. Attach the written notice when applicable.

Liens: Indiana recognizes mechanic’s lien rights with defined timelines and notices. Maintain clear payment terms and keep proof of delivery for any notices/waivers used in your workflow.

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

Example Pricing & Payment Terms (Indiana)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 200 E Washington St, Indianapolis, for a fixed price of $525 plus applicable taxes/permit fees. Includes travel within 20 miles and standard disposal.

Time & Materials Example

Labor: $130/hour (first hour billable in full, then 30-min increments).
Materials: Cost + 25% handling.
Trip Fee: $70 per on-site visit (roof access fee may apply where required).

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 (Indiana)

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

Copy-Ready Clause Examples

Contractor Registration/License & Identification

Contractor is registered/licensed as required by the local authority having jurisdiction for the work described. Contractor’s legal name and Municipal Registration/License No. IN-MECH-{{your_number}} appear on this agreement and related communications. State-/municipal-licensed subcontractors will be used for electrical/plumbing scopes where required.

Freeze Protection, Rooftop Wind & Severe Weather

Where required by code, manufacturer, or site conditions, equipment will include condensate freeze protection (e.g., heat/trap/overflow safeties), rooftop anchorage/curb adapters and hail guards, and work may be postponed during severe thunderstorms or tornado warnings for 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 Indiana. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

Indiana HVAC Contract — FAQs