Georgia HVAC Service Agreement (Free Template + State Notes)

What Your Georgia 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, gas furnace/air handler, hydronic where applicable, mini-split, RTUs; ERV/HRV; controls).
• Service Levels: Standard vs. emergency response; after-hours rates; severe storm/tornado and extreme heat rescheduling language.
• Pricing Model: Flat-rate vs. time-and-materials; trip fee policy; parts handling/mark-up.
• Materials & Parts: OEM vs. equivalent; condensate safeties (aux pans/float switches) for attic AHUs; corrosion-resistant hardware for coastal/salt air (Savannah/Brunswick).
• Customer Responsibilities: Filters, clearances, utilities, HOA/condo approvals, safe attic/crawl/roof access.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, storm/flood/corrosion, non-payment).
• Code & Safety: Local permits/inspections; IMC/IECC with Georgia amendments; duct sealing/testing when triggered; 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: Georgia law; optional county venue (Fulton, DeKalb, Cobb, Gwinnett, Chatham, Richmond, etc.).
• Licensing Info: Legal business name and applicable GA Conditioned Air Contractor license (Class I or II; residential/commercial) printed on the agreement.

Georgia-Specific Notes (Read Before You Sign)

Conditioned Air licensing: Georgia licenses HVAC through the State Construction Industry Licensing Board (Conditioned Air Division). Display your legal business name and license number(s) on proposals and the contract; ensure proper classification (Class I limited vs. Class II unrestricted; residential/commercial).

Permits & inspections are local: Mechanical/electrical/gas permits are issued by the city/county AHJ (e.g., Atlanta, Augusta, Savannah, Columbus, Macon-Bibb, Athens-Clarke). Confirm permit needs, fees, plan review, and inspection timing before change-outs or new installs.

Energy/mechanical codes: Jurisdictions enforce IMC/IECC (and IRC for residential) with Georgia amendments. If your scope triggers duct sealing/leakage tests, ventilation/ERV, economizers on certain RTUs, or controls/commissioning, reflect responsibilities and testing fees in the agreement.

Humidity & condensate: Georgia’s humidity makes condensate management critical—call out auxiliary pans/float switches for attic installations, proper traps/priming, and drain routing. Consider optional dehumidification and IAQ filtration language.

Severe weather: Include safety/rescheduling language for severe thunderstorms, tornado watches/warnings, and tropical remnants; specify tie-downs/curb adapters and hail guards where required for rooftop units.

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: Georgia recognizes mechanic’s lien rights with defined timelines and preliminary notice rules on certain projects. Keep clear payment terms and retain proof of 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 (Georgia)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 55 Trinity Ave SW, Atlanta, 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 (Georgia)

• 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 where installed.
• Filters: Customer- or Contractor-supplied; sizes and intervals listed in annex; consider higher MERV in pollen 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

GA Conditioned Air License & Identification

Contractor is duly licensed by the Georgia State Construction Industry Licensing Board (Conditioned Air Division) for the scope of work described. Contractor’s legal name and License No. GA-CA-{{your_number}} appear on this agreement and related communications.

Humidity/Condensate & Storm Safety

Where required by code or site conditions, equipment will include auxiliary drain pans/float switches and proper condensate disposal. Work may be postponed during lightning or tornado warnings for safety. Rooftop equipment will use compatible curbs/adapters, anchorage, and hail protection as specified.

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

Georgia HVAC Contract — FAQs