Wisconsin HVAC Service Agreement (Free Template + State Notes)

What Your Wisconsin 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, cold-climate heat pumps, gas/oil furnace/boiler & hydronic, mini-split/VRF, RTUs/DOAS; ERV/HRV; controls/BAS.
• Service Levels: Standard vs. emergency; after-hours; blizzard/wind-chill, ice, hail/high-wind rescheduling language (esp. rooftops and lakefront).
• Pricing Model: Flat-rate vs. time-and-materials; trip fee; parts handling/mark-up; optional rural mileage or downtown/crane line items.
• Materials & Parts: OEM or equivalent; low-ambient/defrost controls; condensate freeze protection & overflow safeties (attic/basement/crawl); curb adapters & wind/hail guards for RTUs; cold-rated insulation/lubricants.
• Customer Responsibilities: Filters, clearances, utilities, HOA/condo approvals, roof/elevator/crane access, snow/ice removal for safe access.
• Warranty: Labor window; manufacturer pass-through; exclusions (misuse, neglect, wind/hail/freeze/flood/overheat/corrosion damage, non-payment).
• Code & Safety: Local permits/inspections; WI Commercial Building Code/UDC (IMC/IECC/IRC references) 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: Wisconsin law; optional county venue (Milwaukee, Dane, Brown, Waukesha, Racine, Kenosha, Outagamie, Winnebago, Eau Claire, La Crosse, Rock, etc.).
• Licensing/Registration: Print your legal business name and any required DSPS credentials/registrations and municipal licenses. Use properly licensed subs for electrical/plumbing/gas-piping where required.

Wisconsin-Specific Notes (Read Before You Sign)

Credentials & trades: The Wisconsin Department of Safety & Professional Services (DSPS) administers contractor/trade credentials. Electrical and plumbing work require their own state licenses/permits. Display your legal business name and any license/registration numbers on proposals and the contract; ensure scopes match credentials.

Permits & inspections are local: Issued by the city/county AHJ (e.g., Milwaukee, Madison, Green Bay, Kenosha, Racine, Appleton, Waukesha, Oshkosh, Eau Claire). Confirm permit needs, plan review (rooftop units/curb adapters/wind), fees, floodplain placement limits, and inspection timing before change-outs or new installs.

Codes: Jurisdictions enforce the Wisconsin Commercial Building Code (IECC/IMC-based with state amendments) and the Uniform Dwelling Code (UDC) for 1- and 2-family homes. If your scope triggers duct leakage testing, ventilation/ERV balancing, economizers/DOAS, or commissioning/controls, assign responsibilities and testing fees in the agreement.

Climate & geography: Include freeze protection for condensate and piping (attic/garage/crawl), low-ambient/defrost kits for heat pumps, anchorage and hail/wind guards for RTUs, and rescheduling language for blizzards, ice storms, lake-effect snow, or extreme wind-chill 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: Wisconsin provides 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 (Wisconsin)

Flat-Rate Example

Flat-Rate Replacement: Contractor will replace the condenser fan motor on the 4-ton split system at 200 E Wells St, Milwaukee, 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; rural 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 (Wisconsin)

• 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; boiler/burner 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 during winter inversion periods.
• 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/water damage unless otherwise stated.
• Term: 12 months; auto-renews unless canceled 30 days prior.

Copy-Ready Clause Examples

DSPS Credentials & Regulated Trades

Contractor holds required Wisconsin DSPS credentials/registrations for the work described. Contractor’s legal name and License/Registration No. WI-MECH-{{your_number}} appear on this agreement and related communications. Licensed subcontractors will be used for electrical/plumbing/gas-piping where required.

Deep-Cold, Lake-Effect Snow/Ice & Rooftop Wind/Hail

Where required by code, manufacturer, or site conditions, equipment will include low-ambient/defrost controls, condensate freeze protection (heat-trace/aux pans/float switches) for cold-exposed installations, and rooftop anchorage/curb adapters with vibration isolation and wind/hail guards. Work may be postponed during blizzards, ice storms, high-wind, or extreme wind-chill 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 Wisconsin. Venue for any action lies in the county where the project is located, unless the parties agree otherwise in writing.

Wisconsin HVAC Contract — FAQs