South Carolina HVAC Service Agreement (Free Template + State Notes)

What Your South Carolina 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/mechanical-room access as 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; hurricane/wind/lightning, coastal flooding, and freeze/ice rescheduling language.
• Pricing Model: Flat-rate vs. time-and-materials; trip fee; parts handling/mark-up; optional island/coastal access and downtown parking/crane line items.
• Materials & Parts: OEM or equivalent; low-ambient/defrost controls; condensate freeze protection & overflow safeties (attic AHUs); curb adapters & wind/hail guards for RTUs; corrosion-resistant hardware/coatings for the Coast.
• Customer Responsibilities: Filters, clearances, utilities, HOA/condo/historic approvals, roof/elevator/crane access, debris/snow removal for safe access.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, wind/hail/flood/freeze/salt-air corrosion/overheat damage, non-payment).
• Code & Safety: Local permits/inspections; SC Mechanical & Energy Codes with municipal amendments; EPA refrigerant rules; rooftop fall protection; crane/street-use permits where required.
• 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: South Carolina law; optional county venue (Richland, Charleston, Greenville, Horry, Spartanburg, Lexington, York, Berkeley, Anderson, Beaufort, etc.).
• Licensing/Registration: Show your legal business name and applicable LLR license/registration: Mechanical Contractor (Contractor’s Licensing Board) for commercial scopes; Residential Specialty Contractor (Residential Builders Commission) for many residential HVAC scopes. Use licensed subs for electrical/plumbing/gas-fitting as required.

South Carolina–Specific Notes (Read Before You Sign)

Licensing: Commercial HVAC/mechanical work generally requires a Mechanical Contractor license issued by the SC LLR Contractor’s Licensing Board. Many residential HVAC scopes are performed under the Residential Builders Commission as a Residential Specialty Contractor. Display your legal business name and license number(s) on proposals and the contract; ensure scope matches classification.

Permits & inspections are local: Issued by the city/county AHJ (e.g., Charleston, Columbia, Greenville, North Charleston, Mount Pleasant, Rock Hill, Summerville, Myrtle Beach, Spartanburg, Hilton Head Island). Confirm permit needs, plan review (rooftop units, wind/seismic along the Coast), fees, flood-zone placement limits, and inspection timing before change-outs or new installs.

Codes: Jurisdictions enforce the South Carolina Mechanical Code and Energy Conservation Code (IMC/IECC-based) with local amendments. 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 and wind anchorage for coastal sites (Charleston area, Grand Strand), elevated pads/stands in flood-prone zones, freeze protection for condensate and piping in the Upstate (Greenville/Spartanburg), and rescheduling language for hurricanes, tropical storms, ice events, or heat advisories.

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

Liens: South Carolina recognizes mechanic’s lien rights with specific 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 (South Carolina)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 1100 Gervais St, Columbia, for a fixed price of $555 plus applicable taxes/permit fees. Includes travel within 20 miles and standard disposal.

Time & Materials Example

Labor: $150/hour (first hour billable in full, then 30-min increments).
Materials: Cost + 25% handling.
Trip Fee: $85 per on-site visit (elevator/crane/roof access billed if required; island/coastal access surcharges 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 (South Carolina)

• Coverage: 2 tune-ups/year per covered system (spring cooling; fall heating) — optional mid-summer check for heavy-use coastal sites and mid-winter heat-pump performance check in Upstate regions.
• Tasks: Coil cleaning as needed; condensate freeze/corrosion checks; electrical tighten; refrigerant check; burner/boiler safety checks where applicable; ERV/HRV filter & core inspection; rooftop safety protocols.
• Filters: Customer- or Contractor-supplied; sizes/intervals listed in annex; consider salt-air–resistant media near the Coast.
• Priority: Plan members get priority scheduling and 10% labor discount on non-covered repairs.
• Exclusions: Non-maintenance repairs, code corrections, concealed defects, abuse, wind/hail/flood/freeze/corrosion damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

LLR License & Identification

Contractor holds the required South Carolina LLR license(s) for the work described (e.g., Mechanical Contractor for commercial scopes or Residential Specialty Contractor for residential HVAC). Contractor’s legal name and License No. SC-MECH/RES-{{your_number}} appear on this agreement and related communications. Licensed subcontractors will be used for electrical/plumbing/gas-fitting where required.

Hurricane/Wind, Flood-Zone & Upstate Freeze

Where required by code, manufacturer, or site conditions, equipment will include wind-rated anchorage/curb adapters with vibration isolation, corrosion-resistant hardware/coatings for coastal environments, elevated pads/stands in flood-prone areas, and condensate freeze protection for Upstate or attic installations. Work may be postponed during hurricanes/tropical storms, high-wind, ice, or heat advisories 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 South Carolina. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

South Carolina HVAC Contract — FAQs