Michigan HVAC Service Agreement (Free Template + State Notes)

What Your Michigan 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, cold-climate heat pumps, gas furnace/boiler & hydronic, mini-split/VRF, RTUs; ERV/HRV; controls/BAS).
• Service Levels: Standard vs. emergency response; after-hours rates; snow/ice/freezing and high-wind rescheduling language, especially for rooftops.
• 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 freeze protection & overflow safeties (attic AHUs); 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/water/hail damage, non-payment).
• Code & Safety: Local permits/inspections; Michigan Mechanical Code & Michigan Energy Code (IMC/IECC-based) with municipal 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: Michigan law; optional county venue (Wayne, Oakland, Macomb, Kent, Washtenaw, Ingham, Genesee, etc.).
• Licensing Info: Legal business name and applicable Michigan mechanical contractor license classifications shown on the agreement; use licensed subs for electrical/plumbing scopes where required.

Michigan-Specific Notes (Read Before You Sign)

Mechanical contractor licensing (LARA): Michigan licenses mechanical contractors and classifications (e.g., HVAC equipment, ductwork, refrigeration, hydronics). Display your legal business name and license number/classification on proposals and the contract; ensure the classification matches the scope.

Permits & inspections are local: Mechanical/electrical/gas permits are issued by the city/township/county AHJ (e.g., Detroit, Grand Rapids, Ann Arbor, Lansing, Warren, Sterling Heights, Troy). Confirm permit needs, plan review, fees, and inspection timing before change-outs or new installs.

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

Cold climate & rooftops: Call out freeze protection for condensate/piping, auxiliary pans/float switches for attic AHUs, curb adapters and anchorage for RTUs, vibration isolation, and rescheduling language during snow/ice or high-wind events.

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: Michigan recognizes mechanic’s lien rights with defined timelines and notices—keep clear payment terms and proof of delivery for any 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 (Michigan)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 2 Woodward Ave, Detroit, for a fixed price of $525 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 (Michigan)

• 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/boiler 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 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/water/hail/smoke damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

Michigan Mechanical Contractor License & Identification

Contractor is duly licensed for the scope of work described under the Michigan mechanical contractor law. Contractor’s legal name and License/Classification No. MI-MECH-{{your_number}} appear on this agreement and related communications. 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 vibration isolation, and work may be postponed during snow/ice or high-wind 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 Michigan. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

Michigan HVAC Contract — FAQs