Kentucky HVAC Service Agreement (Free Template + State Notes)

What Your Kentucky 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 storm/tornado rescheduling language.
• Pricing Model: Flat-rate vs. time-and-materials; trip fee policy; parts handling/mark-up.
• Materials & Parts: OEM or equivalent; low-ambient/defrost controls; condensate safeties & freeze protection; curb adapters & hail guards for RTUs; dehumidification options for high-RH spaces.
• 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/humidity/storm damage, non-payment).
• Code & Safety: Local permits/inspections; Kentucky Building Code (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: Kentucky law; optional county venue (Jefferson, Fayette, Kenton, Boone, Warren, Daviess, Madison, McCracken, etc.).
• Licensing Info: Legal business name and applicable Kentucky HVAC Contractor/Master/Journeyman license numbers printed on the agreement; use properly licensed subs for electrical/plumbing where required.

Kentucky-Specific Notes (Read Before You Sign)

HVAC licensing: Kentucky regulates HVAC at the state level (Contractor, Master, Journeyman, Apprentice classes). Display your legal business name and license number(s) on proposals and the contract; ensure classification fits the scope and jurisdiction.

Permits & inspections are local: Mechanical/electrical/gas permits are issued by the city/county AHJ (e.g., Louisville/Jefferson County, Lexington-Fayette, Bowling Green, Owensboro, Covington). Confirm plan review, permit fees, and inspection timing before change-outs or new installs.

Energy/mechanical codes: Jurisdictions enforce Kentucky Building Code Mechanical & Energy provisions (IMC/IECC-based) with local amendments. If your scope triggers duct sealing/leakage tests, ventilation/ERV balancing, economizers on certain RTUs, or controls/commissioning, spell out responsibilities and testing fees.

Freeze, humidity & severe weather: Call out freeze protection for condensate/piping, auxiliary pans/float switches for attic AHUs, dehumidification/IAQ options for high-RH, and safety/rescheduling language for severe thunderstorms and tornado watches.

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: Kentucky recognizes mechanic’s lien rights with defined timelines. Keep clear payment terms and 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 (Kentucky)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 601 W Jefferson St, Louisville, for a fixed price of $515 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 (Kentucky)

• Coverage: 2 seasonal tune-ups/year per covered system (spring cooling; fall heating) — optional mid-summer humidity/IAQ check.
• Tasks: Coil cleaning as needed; condensate trap/prime/overflow safeties; electrical tighten; refrigerant check; burner safety checks where applicable; rooftop safety protocols; ERV/HRV filter & core inspection.
• Filters: Customer- or Contractor-supplied; sizes and intervals listed in annex; consider higher MERV during smoke/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, freeze/storm/humidity damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

Kentucky HVAC License & Identification

Contractor is duly licensed for the scope of work described. Contractor’s legal name and License No. KY-HVAC-{{your_number}} appear on this agreement and related communications. Licensed subcontractors will be used for electrical/plumbing scopes where required.

Freeze/Humidity Protection & Severe Weather

Where required by code, manufacturer, or site conditions, equipment will include condensate freeze protection, auxiliary pans/float switches for attic air handlers, and rooftop anchorage/curb adapters as specified. 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 Commonwealth of Kentucky. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

Kentucky HVAC Contract — FAQs