Oregon HVAC Service Agreement (Free Template + State Notes)

What Your Oregon 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/mech-room access if applicable.
• Scope of Work: Repair/replace/maintain; split/packaged, heat pumps (incl. cold-climate), gas furnace/boiler & hydronic, mini-split/VRF, RTUs/DOAS; ERV/HRV; controls/BAS.
• Service Levels: Standard vs. emergency; after-hours; snow/ice, wind, heat, and poor-AQI/wildfire smoke rescheduling language (esp. rooftops).
• Pricing Model: Flat-rate vs. time-and-materials; trip fee; parts handling/mark-up; remote/rural mileage (Central/Eastern OR) if listed.
• Materials & Parts: OEM or equivalent; low-ambient/defrost; condensate freeze protection & overflow safeties; curb adapters & hail/wind guards for RTUs; corrosion-resistant hardware/coatings for Coast; seismic anchorage where specified.
• Customer Responsibilities: Filters, clearances, utilities, HOA/condo approvals, roof/elevator/crane access, debris/snow removal for safe access.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, wind/hail/freeze/flood/salt-air corrosion/smoke/overheat damage, non-payment).
• Code & Safety: Local permits/inspections; OMSC/OEESC with municipal amendments; EPA refrigerant rules; rooftop fall protection; crane/street-use permits where applicable.
• 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: Oregon law; optional county venue (Multnomah, Washington, Clackamas, Lane, Marion, Deschutes, Jackson, Benton, Linn, Yamhill, etc.).
• Licensing/Registration: Show your legal business name and applicable CCB license on the agreement; use properly licensed subs for electrical/plumbing/gas-fitting scopes (BOLI/BSD/licensing as required by trade).

Oregon-Specific Notes (Read Before You Sign)

Contractor licensing: Most HVAC contractors must hold an Oregon CCB license to contract for work. Trades like electrical/plumbing/gas piping require their own licensed contractors—use licensed subs where required. Display your legal business name and license number(s) on proposals and the contract.

Permits & inspections are local: Issued by the city/county building department (e.g., Portland, Salem, Eugene, Gresham, Hillsboro, Beaverton, Bend, Medford, Springfield). Confirm permit needs, plan review (rooftop/curb adapters/wind/seismic), fees, and inspection timing before change-outs or new installs.

Codes: Jurisdictions administer the Oregon Mechanical Specialty Code (OMSC) and Oregon Energy Efficiency Specialty Code (OEESC). If your scope triggers duct leakage testing, ventilation/ERV balancing, economizers/DOAS, or commissioning/controls, assign responsibilities and testing fees in the contract.

Climate & geography: Include corrosion protection for the Coast (stainless hardware, coated coils), freeze protection for the Cascades and Eastern Oregon, seismic anchorage where specified, wind/hail guards for RTUs, and poor-AQI/smoke work limits with optional filtration upgrades (MERV/HEPA).

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: Oregon recognizes mechanic’s lien rights with notices/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 municipality and project type.

Example Pricing & Payment Terms (Oregon)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 1120 SW 5th Ave, Portland, for a fixed price of $565 plus applicable taxes/permit fees. Includes travel within 20 miles and standard disposal.

Time & Materials Example

Labor: $155/hour (first hour billable in full, then 30-min increments).
Materials: Cost + 25% handling.
Trip Fee: $90 per on-site visit (elevator/crane/roof access billed if required; rural mileage surcharge if 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 (Oregon)

• Coverage: 2 tune-ups/year per covered system (spring cooling; fall heating) — optional mid-summer check for heavy-use sites and mid-winter heat-pump performance check in mountain regions.
• Tasks: Coil cleaning as needed; condensate freeze-protection checks; electrical tighten; refrigerant check; boiler/burner safety checks where applicable; ERV/HRV filter & core inspection; rooftop safety protocols; optional smoke-season filter changes.
• Filters: Customer- or Contractor-supplied; sizes/intervals listed in annex; consider higher MERV/HEPA during smoke season.
• 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/flood/corrosion/smoke damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

CCB License & Identification

Contractor holds the required Oregon CCB license(s) for the work described. Contractor’s legal name and License No. OR-CCB-{{your_number}} appear on this agreement and related communications. Licensed subcontractors will be used for electrical/plumbing/gas-fitting scopes where required.

Coastal Corrosion, Snow/Ice, Wind/Seismic & Smoke

Where required by code, manufacturer, or site conditions, equipment will include corrosion-resistant hardware/coatings for coastal environments, condensate freeze protection and auxiliary pans/float switches, rooftop anchorage/curb adapters with wind/hail guards and seismic restraints where specified. Work may be postponed during snow/ice, high-wind, extreme heat, or poor-AQI/smoke events 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 Oregon. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

Oregon HVAC Contract — FAQs