What Is an HVAC Maintenance Agreement?

An HVAC maintenance agreement is a legal document drawn up by the commercial property owner and the HVAC contractor to outline how their relationship will work. This is an important document because it limits how each party is able to work out the terms of the contract.

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The agreement will also dictate any deadlines that must be met for the upkeep of the heating, ventilation and air conditioning (HVAC) system.

The HVAC system will have an estimated cost per month that must be paid before the system will get any service.

Without this type of contract in place between the property owner and the HVAC contractor, the property owner could be subject to fines and lawsuits if the HVAC system isn't properly maintained.

Before you begin drawing up the HVAC maintenance agreement, it is important to take several things into consideration.

First, you need to decide how much money you are willing to spend on maintaining your HVAC system. Remember that different systems run at different costs, so you need to have a good idea of how much you can afford to spend.

A good way to do this is to estimate how much energy you use from the system each month. If you find that the estimated number of energy hours is higher than the amount of energy your HVAC uses, it may be time to upgrade to a better system.

You also need to make sure that the contractor you choose has the proper permits to perform the service on your property. Find out what your jurisdiction's regulations for contractors are. Some jurisdictions require the contractor to be licensed while others don't.

If your jurisdiction does not regulate contractors at all, it is a good idea to find out what the state regulations are before making a final decision on who to hire.

There are a number of other things that you should consider in your HVAC maintenance agreement. After you have decided who is going to perform the work and when, you need to determine whether or not the contractor will bill your insurance company for the service.

Finally, you need to make sure that the schedule outlined in your HVAC maintenance agreement addresses any scheduling issues that may arise during the course of the project.

For example, if your system begins to work later in the day because of inclement weather, you should be aware of any changes in your homeowner's policy or the schedule that your HVAC contractor is using.

The contents of your HVAC maintenance agreement will vary by jurisdiction. However, the most common sections include the responsibilities of both the homeowner and the contractor involved.

In addition to discussing who is responsible for what, the HVAC maintenance agreement should also address the responsibilities of the employees of both parties. For example, you should be aware of what duties the staff need to perform and how those duties are to be carried out.

Your HVAC maintenance agreement is a legally binding contract. Therefore, it is imperative that you read it carefully and make sure you understand its contents.

This will help avoid potential misunderstandings once the job is underway. You may be able to negotiate certain aspects of the contract during the course of the project, but it is always a good idea to consult a professional HVAC contractor before taking that step.

With that said, now you have all the information you need to make sure you're working with an honest and reputable contractor!

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