HVAC EQUIPMENT REPLACEMENT / INSTALLATION CONTRACT
This HVAC Equipment Replacement / Installation Contract (“Agreement”) is made and entered into as of the ___ day of _______, 20__ (“Effective Date”), by and between:
Contractor:
Company Name: ______________________________
Address: ___________________________________
City, State, Zip: _____________________________
Phone: ____________________________________
Email: _____________________________________
License Number: ____________________________
AND
Client:
Name / Business Name: _______________________
Installation Address: _________________________
Billing Address (if different): ________________
Phone: ____________________________________
Email: _____________________________________
Contractor and Client may individually be referred to as a “Party” and collectively as the “Parties.”
- PURPOSE
The purpose of this Agreement is to establish the terms and conditions under which Contractor shall furnish and install HVAC equipment at the above-referenced property. This Agreement governs equipment replacement, new installation, associated materials, labor, warranties, and related services.
- SCOPE OF WORK
Contractor agrees to provide all labor, materials, equipment, supervision, and services necessary to complete the installation described below:
2.1 Equipment to Be Installed
- Equipment Type: ___________________________
- Brand/Manufacturer: ________________________
- Model Number(s): __________________________
- Serial Number(s): __________________________
- Capacity (BTU/Tons): _______________________
- Efficiency Rating (SEER/EER/AFUE/HSPF): _____
2.2 Services Included
The following services are included in the contract price unless otherwise noted:
- Removal and disposal of existing HVAC equipment
- Installation of new HVAC system components
- Refrigerant line connection and charging
- Electrical connections
- Thermostat installation or upgrade
- Duct connections and modifications (minor adjustments)
- Start-up and system testing
- Basic system commissioning
- Manufacturer warranty registration
2.3 Optional Add-Ons (if applicable)
☐ Duct replacement
☐ Duct sealing
☐ Zoning system installation
☐ Indoor air quality upgrades (UV, filtration, humidifier)
☐ Smart thermostat integration
☐ Extended warranty package
☐ Structural modifications
Optional items shall be detailed in Exhibit A.
- CONTRACT PRICE
The total contract price for the work described above is:
$__________________
This amount includes labor, materials, equipment, and applicable taxes unless otherwise specified.
- PAYMENT TERMS
Payment shall be made as follows:
☐ Deposit upon signing: $____________
☐ Progress payment: $____________
☐ Final payment upon completion: $____________
OR
☐ 50% upon signing
☐ 50% upon substantial completion
Final payment is due immediately upon completion unless otherwise agreed in writing.
Late payments may incur interest at ___% per month or the maximum allowed by law.
Contractor reserves the right to suspend work for non-payment.
- PROJECT TIMELINE
Estimated Start Date: ____________________
Estimated Completion Date: ______________
The timeline is an estimate and subject to delays due to:
- Equipment availability
- Permit approval delays
- Weather conditions
- Unforeseen structural conditions
- Utility disruptions
Contractor shall make reasonable efforts to complete work in a timely manner.
- PERMITS AND INSPECTIONS
☐ Contractor shall obtain required permits.
☐ Client shall obtain permits.
Permit fees:
☐ Included in contract price
☐ Billed separately
Contractor shall coordinate required inspections. Work completion may be subject to approval by local authorities.
- SITE CONDITIONS
Client agrees to provide:
- Safe and unobstructed access to work areas
- Electrical power availability
- Adequate working space around equipment
- Removal of personal property near work areas
If concealed or unforeseen conditions are discovered (e.g., mold, asbestos, structural damage, code violations), Contractor shall notify Client. Additional costs may apply.
- CHANGE ORDERS
Any modifications to the scope of work must be documented in a written Change Order signed by both Parties.
Change Orders may adjust:
- Contract price
- Project timeline
- Equipment specifications
- Installation scope
Verbal changes shall not be binding.
- EQUIPMENT OWNERSHIP
Ownership of installed equipment transfers to Client upon full payment of contract price.
Contractor retains a security interest in materials and equipment until paid in full.
- WARRANTIES
10.1 Manufacturer Warranty
New equipment is covered by manufacturer warranty subject to manufacturer terms and conditions.
Client is responsible for proper registration (if required).
10.2 Labor Warranty
Contractor warrants workmanship for ___ year(s) from installation date.
Labor warranty excludes:
- Improper maintenance
- Power surges
- Acts of God
- Unauthorized modifications
- Lack of required service
- MAINTENANCE REQUIREMENTS
To maintain warranty validity, Client agrees to:
- Replace filters regularly
- Maintain clear airflow
- Schedule annual maintenance
- Operate equipment according to manufacturer guidelines
Failure to maintain equipment may void warranties.
- PERFORMANCE DISCLAIMER
Contractor does not guarantee specific energy savings unless stated in writing.
System performance is based on:
- Proper duct design
- Building insulation
- Structural integrity
- Load calculations
Contractor shall perform installation according to industry standards and applicable codes.
- LIMITATION OF LIABILITY
To the fullest extent permitted by law:
- Contractor’s liability shall not exceed total contract price.
- Contractor shall not be liable for indirect or consequential damages including lost profits or business interruption.
- Contractor shall not be liable for property damage due to pre-existing system failures.
- INSURANCE
Contractor maintains:
- General Liability Insurance
- Workers’ Compensation Insurance
- Commercial Auto Insurance
Certificates of insurance available upon request.
- INDEMNIFICATION
Client agrees to indemnify Contractor against claims arising from:
- Pre-existing hazardous materials
- Structural deficiencies
- Client negligence
- Third-party interference
Contractor agrees to indemnify Client for damages caused by Contractor negligence.
- SAFETY AND CODE COMPLIANCE
Contractor shall comply with:
- Federal regulations
- State and local building codes
- Mechanical codes
- Electrical codes
- Environmental regulations
If code upgrades are required beyond original scope, additional costs may apply.
- TERMINATION
17.1 Termination by Client
Client may terminate upon written notice. Client shall pay for:
- Completed work
- Equipment ordered
- Restocking fees
- Labor performed
17.2 Termination by Contractor
Contractor may terminate for:
- Non-payment
- Unsafe site conditions
- Misrepresentation
- Breach of contract
- FORCE MAJEURE
Neither Party shall be liable for delays due to:
- Natural disasters
- Supply chain disruptions
- Labor strikes
- Government restrictions
- Extreme weather
- LIEN RIGHTS
Contractor reserves the right to file a mechanic’s lien for unpaid labor or materials as permitted by state law.
- DISPUTE RESOLUTION
Disputes shall first be resolved through negotiation.
If unresolved:
☐ Mediation
☐ Binding arbitration
☐ Litigation in the State of __________
- CONFIDENTIALITY
Pricing, specifications, and proprietary methods shall remain confidential unless disclosure is required by law.
- ASSIGNMENT
Neither Party may assign this Agreement without written consent except to successors or affiliated entities.
- SEVERABILITY
If any provision is deemed invalid, remaining provisions remain in full force and effect.
- ENTIRE AGREEMENT
This document constitutes the entire Agreement between the Parties regarding HVAC equipment replacement and installation.
No verbal agreements shall be binding.
- NOTICES
Notices shall be delivered via:
- Certified mail
- Courier service
- Confirmed email
To addresses listed above.
- ACCEPTANCE AND SIGNATURES
IN WITNESS WHEREOF, the Parties have executed this HVAC Equipment Replacement / Installation Contract as of the Effective Date.
CONTRACTOR
Signature: ______________________________
Name: __________________________________
Title: __________________________________
Date: __________________________________
CLIENT
Signature: ______________________________
Name: __________________________________
Date: __________________________________
FREE Downloadable HVAC Equipment Replacement/Installation Contract:
https://dticorp.com/wp-content/uploads/2026/03/HVAC-Equipment-Replacement-Installation-Contract.pdf
Keywords: HVAC contract, equipment replacement, installation agreement, free download, service scope, maintenance terms, heating and cooling, contractor services, replacement cost, project specifications
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