California HVAC Service Agreement (Free Template + State Notes)

What Your California 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 as applicable.
• Scope of Work: Repair/replace/maintain; systems covered (split/packaged, heat pumps, gas furnace/air handler, mini-split, RTU; ERV/HRV; controls).
• Service Levels: Standard vs. emergency response; after-hours; wildfire smoke/PSPS outage rescheduling and safe-work language.
• Pricing Model: Flat-rate vs. time-and-materials; trip fee; parts handling/mark-up.
• Materials & Parts: OEM or equivalent; curb adapters for RTUs; seismic strapping/anchorage; filtration/IAQ options for smoke events; condensate management.
• Customer Responsibilities: Filters, clearances, utilities, HOA approvals, roof/attic access.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, smoke/soot intrusion, corrosion, non-payment).
• Code & Safety: Local permits/inspections; Title 24 compliance and HERS testing when triggered (duct sealing/leakage, airflow/fan-watt, refrigerant charge/verification, thermostat settings); 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: California law; optional county venue (Los Angeles, San Diego, Orange, San Francisco, Santa Clara, etc.).
• Licensing Info: Legal business name and applicable CSLB license classification(s) shown on the agreement; city business licenses where required.

California-Specific Notes (Read Before You Sign)

CSLB licensing: HVAC work typically requires a California Contractors State License Board classification (e.g., C-20). Display your legal business name and CSLB license number on proposals and the contract; include any required city business licenses.

Permits & inspections are local: Mechanical/electrical/gas permits are issued by the city/county AHJ (e.g., Los Angeles, San Diego, San Francisco, San Jose, Sacramento, Fresno). Confirm permit needs, fees, plan review, and inspection timing before change-outs or new installs.

Title 24 & HERS: Many change-outs trigger energy code verification and HERS rater tests (duct leakage, fan efficacy, airflow, refrigerant charge, thermostats, economizers on certain RTUs). Reflect responsibilities, any required forms, and testing fees in the contract.

Wildfire & air quality: Consider language for smoke events and grid PSPS outages (rescheduling, filter upgrades, MERV/HEPA/portable air cleaning options where appropriate).

Seismic & wind: Call out anchorage/strapping and hardware per local amendments/engineer of record, especially for rooftop equipment and wall-hung mini-splits.

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: California has mechanic’s lien protections; many contractors serve a Preliminary 20-Day Notice on applicable projects. Keep clear payment terms and proof of notices/waivers.

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

Example Pricing & Payment Terms (California)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 700 Exposition Park Dr, Los Angeles, for a fixed price of $565 plus applicable taxes/permit/HERS 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 (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 (California)

• Coverage: 2–3 tune-ups/year per covered system (spring, fall, and optional mid-summer for heavy-use RTUs/mini-splits).
• Tasks: Coil cleaning as needed; electrical tighten; refrigerant check; condensate management; rooftop safety protocols; optional IAQ add-ons for smoke season (filter upgrades/portable purification).
• Filters: Customer- or Contractor-supplied; sizes and intervals listed in annex.
• Priority: Plan members get priority scheduling and 10% labor discount on non-covered repairs.
• Exclusions: Non-maintenance repairs, code corrections, concealed defects, abuse, smoke/soot intrusion or storm damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

CSLB License & Identification

Contractor is duly licensed with the California Contractors State License Board for the scope of work described. Contractor’s legal name and License No. CA-CSLB-{{your_number}} appear on this agreement and related communications. Municipal business license numbers are listed where required.

Title 24/HERS & Seismic Anchorage

Where required by code or site conditions, the work will comply with Title 24 and HERS verification (e.g., duct sealing/leakage, airflow/fan efficacy, refrigerant charge, thermostat/economizer). Equipment will be anchored/strapped and supported per local seismic/wind requirements.

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 California. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

California HVAC Contract — FAQs