Louisiana HVAC Service Agreement (Free Template + State Notes)

What Your Louisiana 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 access if applicable.
• Scope of Work: Repair/replace/maintain; systems covered (split/packaged, heat pumps, gas furnace/air handler or boiler/hydronic, mini-split/VRF, RTUs; ERV/HRV; controls).
• Service Levels: Standard vs. emergency response; after-hours rates; tropical system, extreme heat, lightning rescheduling/safety language.
• Pricing Model: Flat-rate vs. time-and-materials; trip fee policy; parts handling/mark-up.
• Materials & Parts: OEM or equivalent; hurricane anchorage/tie-downs and elevated pads/stands in flood-prone areas; corrosion-resistant hardware; condensate management and overflow safeties (attic AHUs).
• Customer Responsibilities: Filters, clearances, utilities, HOA/condo approvals, roof access, debris/water-free access paths.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, wind/flood/salt-air corrosion, non-payment).
• Code & Safety: Local permits/inspections; Louisiana Mechanical/Energy Codes (IMC/IECC-based) with parish/city amendments; EPA refrigerant rules; rooftop fall protection.
• 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: Louisiana law; optional parish venue (Orleans, East Baton Rouge, Caddo, Lafayette, Calcasieu, Jefferson, St. Tammany, etc.).
• Licensing Info: Legal business name and applicable Louisiana contractor license classification/number printed on the agreement; list municipal/parish registrations where required.

Louisiana-Specific Notes (Read Before You Sign)

Contractor licensing: HVAC scopes are licensed at the state level. Display your legal business name and license classification/number on proposals and the contract; use properly licensed subs for electrical/plumbing scopes where required.

Permits & inspections are local: Mechanical/electrical/gas permits are handled by the parish/city AHJ (e.g., New Orleans, Baton Rouge, Shreveport, Lafayette, Lake Charles, Kenner, Bossier City). Confirm permit needs, plan review, wind design/NOA requirements for rooftop equipment, and inspection timing before change-outs or new installs.

Energy/mechanical codes: Jurisdictions enforce the Louisiana State Uniform Construction Code (IMC/IECC-based) with local amendments. If your scope triggers duct sealing/leakage tests, ventilation/ERV balancing, economizers on certain RTUs, or controls/commissioning, reflect responsibilities and testing fees in the agreement.

Hurricane, flood & corrosion: Specify anchorage/tie-downs, curb adapters, elevated pads/stands in flood-prone areas, and marine-grade fasteners/finishes near the coast. Call out coil coatings and maintenance intervals; salt-air corrosion is commonly excluded from warranty unless expressly included.

Humidity & IAQ: Note condensate traps/priming and overflow safeties for attic AHUs; consider dehumidification and filtration upgrades for high-RH and mold-prevention objectives.

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: Louisiana’s Private Works Act provides mechanic’s lien rights with specific notices and 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 parish/city and project type.

Example Pricing & Payment Terms (Louisiana)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 1300 Perdido St, New Orleans, for a fixed price of $545 plus applicable taxes/permit fees. Includes travel within 20 miles and standard disposal.

Time & Materials Example

Labor: $135/hour (first hour billable in full, then 30-min increments).
Materials: Cost + 25% handling.
Trip Fee: $75 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 (Louisiana)

• Coverage: 2–3 tune-ups/year per covered system (spring, fall, and optional mid-summer for heavy-use systems).
• Tasks: Coil cleaning as needed; condensate trap/prime/flush & float switch checks; electrical tighten; refrigerant check; rooftop safety protocols; ERV/HRV filter & core inspection; coastal corrosion inspection/rinse protocol where applicable.
• Filters: Customer- or Contractor-supplied; sizes and intervals listed in annex; consider higher MERV during smoke/dust or allergy season.
• Priority: Plan members get priority scheduling and 10% labor discount on non-covered repairs.
• Exclusions: Non-maintenance repairs, code corrections, concealed defects, abuse, storm/flood/corrosion damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

Louisiana Contractor License & Identification

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

Hurricane/Wind, Flood Elevation & Coastal Corrosion

Where required by code or site conditions, outdoor equipment will be anchored/tied down, elevated to mitigate flood risk, and installed with corrosion-resistant hardware suitable for coastal environments. Work may be postponed during tropical storm warnings, lightning, or excessive heat 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 Louisiana. Venue for any action lies in the parish where the project is located, unless the parties agree otherwise in writing.

Louisiana HVAC Contract — FAQs