Montana HVAC Service Agreement (Free Template + State Notes)

What Your Montana 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 if applicable; remote/rural access notes.
• 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; after-hours; snow/ice/freezing, high-wind, and hazardous-AQI rescheduling (wildfire smoke).
• Pricing Model: Flat-rate vs. time-and-materials; trip fee policy; parts handling/mark-up; rural travel and weather standby language.
• Materials & Parts: OEM or equivalent; low-ambient/defrost controls; condensate freeze protection & overflow safeties; curb adapters & hail guards for RTUs; vibration isolation.
• Customer Responsibilities: Filters, clearances, utilities, HOA/condo approvals, snow/ice removal for safe access; equipment room/roof access.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, freeze/wind/hail/smoke damage, non-payment).
• Code & Safety: Local permits/inspections; Montana-adopted Mechanical & Energy codes (IMC/IECC-based) with local 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: Montana law; optional county venue (Yellowstone, Missoula, Gallatin, Cascade, Lewis and Clark, Flathead, Ravalli, Silver Bow, etc.).
• Licensing/Registration: Print your legal business name and any municipal registrations; use licensed subs for electrical/plumbing/gas-fitting where required.

Montana-Specific Notes (Read Before You Sign)

Permits & inspections are local: Mechanical/electrical/gas permits are issued by the city/county AHJ (e.g., Billings, Missoula, Bozeman, Great Falls, Helena, Kalispell, Butte). Confirm permit needs, plan review (rooftop units/wind), fees, and inspection timing before change-outs or installs.

Codes: Jurisdictions enforce IMC/IECC-based mechanical/energy provisions with local amendments. If your scope triggers duct leakage tests, ventilation/ERV balancing, economizers on certain RTUs, or commissioning/controls, assign responsibilities and testing fees in the contract.

Cold, wind & hail: Specify freeze protection for condensate/piping, auxiliary pans/float switches for attic AHUs, curb adapters/anchorage and vibration isolation for RTUs, hail guards, and wind/ice work limits.

Wildfire smoke & IAQ: Note hazardous-AQI service limits for crew safety; offer filtration/IAQ upgrades (higher-MERV, ERV adjustments, coil cleaning cadence) if requested.

Cooling-off (in-home sales): Covered door-to-door/home solicitations generally include a 3-business-day right to cancel. Attach the written notice when applicable.

Liens: Montana provides mechanic’s lien rights with specific notices and timelines. Keep clear payment terms and retain 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 (Montana)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 220 N 27th St, Billings, 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 (rural mileage or snow-equipment surcharge may apply as listed in annex).

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 (Montana)

• Coverage: 2 tune-ups/year per covered system (spring cooling; fall heating) — optional mid-winter heat-pump performance 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/hail/smoke damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

Contractor Registration/Identification

Contractor is registered/licensed as required by the authority having jurisdiction for the work described. Contractor’s legal name and Registration/License No. MT-MECH-{{your_number}} appear on this agreement and related communications. Licensed subcontractors will be used for electrical/plumbing/gas-fitting where required.

Freeze Protection, Rooftop Wind/Hail & Smoke Advisories

Where required by code, manufacturer, or site conditions, equipment will include condensate freeze protection (heat/trap/overflow safeties), rooftop anchorage/curb adapters and vibration isolation with hail guards, and work may be postponed during high-wind, blizzard, or hazardous-AQI events 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 Montana. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

Montana HVAC Contract — FAQs