Virginia HVAC Service Agreement (Free Template + State Notes)

What Your Virginia 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 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; hurricane/nor’easter/high-wind, tidal/flooding, and freeze/ice rescheduling language.
• Pricing Model: Flat-rate vs. time-and-materials; trip fee; parts handling/mark-up; optional downtown/crane or rural/mountain mileage.
• Materials & Parts: OEM or equivalent; low-ambient/defrost controls; condensate freeze protection & overflow safeties (attic AHUs); curb adapters & wind/hail guards for RTUs; optional corrosion protection for Tidewater sites.
• Customer Responsibilities: Filters, clearances, utilities, roof/elevator/crane access, HOA/condo/historic approvals, debris/water/snow removal for safe access.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, wind/hail/flood/freeze/corrosion/overheat damage, non-payment).
• Code & Safety: Local permits/inspections; USBC (IMC/IECC/IRC as adopted) with VA 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: Virginia law; optional county/city venue (Fairfax, Loudoun, Prince William, Arlington, Alexandria, Virginia Beach, Norfolk, Richmond, Chesapeake, Henrico, Roanoke, Albemarle, etc.).
• Licensing/Registration: Show your legal business name and applicable DPOR contractor license class (A/B/C) and specialty (e.g., HVAC/Mechanical), plus any HVAC tradesman license numbers. Use licensed subs for electrical/plumbing/gas-piping scopes where required.

Virginia-Specific Notes (Read Before You Sign)

Licensing: Virginia’s Department of Professional & Occupational Regulation (DPOR) licenses contractors by class (A/B/C) and specialty (e.g., HVAC/Mechanical). Individuals performing trade work hold tradesman licenses (HVAC, Electrical, Plumbing, Gas Fitting). Display your legal name and license numbers on proposals and the contract.

Permits & inspections: Issued by the local AHJ (e.g., Fairfax County, Loudoun County, Arlington County, Prince William County, Alexandria, Virginia Beach, Norfolk, Richmond, Chesapeake, Newport News, Hampton, Roanoke). Confirm permit needs, plan review (RTUs/curb adapters/wind/seismic where applicable), fees, floodplain/placement limits, and inspection timing before change-outs or new installs.

Codes: The USBC references the IMC/IECC (and IRC for residential) with Virginia amendments and local administration. If your scope triggers duct leakage tests, ventilation/ERV balancing, economizers/DOAS, or commissioning/controls, assign responsibilities and testing fees in the agreement.

Climate & geography: Include corrosion protection for Tidewater/coastal sites (anchorage/wind protection, coated hardware), freeze protection for Blue Ridge/Valley installations (attic AHUs, condensate lines), anchorage and hail/wind guards for RTUs, and rescheduling language for hurricanes, nor’easters, high-wind, ice, or extreme-heat advisories.

Fuel-fired equipment: When gas/oil appliances are in scope, note safety steps (leak checks, venting/combustion air, CO testing) and any manufacturer-required liners/adapters.

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

Liens: Virginia provides mechanic’s lien rights with specific notices/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 (Virginia)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 1200 E Broad St, Richmond, 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: $90 per on-site visit (elevator/crane/roof access billed if required; coastal or mountain mileage 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 (Virginia)

• 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 mountain regions.
• Tasks: Coil cleaning as needed; condensate freeze & overflow 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 higher MERV/anti-corrosion options in coastal environments.
• 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/overheat damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

DPOR Contractor & Tradesman License

Contractor holds the required Virginia DPOR contractor license (Class A/B/C) and specialty for the work described (e.g., HVAC/Mechanical). Work requiring a tradesman is performed by or under the supervision of a licensed HVAC tradesman. Contractor’s legal name and License No. VA-HVAC-{{your_number}} appear on this agreement and related communications.

Hurricane/Nor’easter, Tidal/Flood & Mountain Freeze

Where required by code, manufacturer, or site conditions, equipment will include rooftop anchorage/curb adapters with vibration isolation and wind/hail guards, corrosion-resistant hardware/coatings for coastal environments, elevated pads/stands in flood-prone areas, and condensate freeze protection (heat-trace/aux pans/float switches) for cold-exposed installations. Work may be postponed during hurricanes/nor’easters, high-wind, flooding, ice, or extreme-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 Commonwealth of Virginia. Venue for any action lies in the city or county where the project is located, unless the parties agree otherwise in writing.

Virginia HVAC Contract — FAQs