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A detailed, structured sales agreement outlining the terms of purchasing and installing AC and refrigeration units.
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When you are selling and installing commercial or residential heating, ventilation, air conditioning, and refrigeration systems, a handshake isn't enough to protect your margins. An Equipment Sale and Installation Agreement is the specialized contract that secures your business when delivering high-value HVAC/R units. You need this document every time a client commissions you to source, deliver, and set up heating or cooling systems, ensuring both parties agree on the precise machinery, electrical requirements, and labor involved. A great agreement clearly separates the cost of the physical equipment from the labor fees, details necessary site preparation, and defines exactly what constitutes a successful installation and testing phase. By clearly outlining equipment warranties, permit responsibilities, and structural prep work, this agreement keeps your project on schedule, protects your cash flow, and prevents expensive misunderstandings about who is responsible for post-installation maintenance or unforeseen structural modifications.
The contractor generally pulls the permits to ensure all technical and safety codes are met, but the contract should state that the cost is billed directly to the client. If the client insists on securing permits themselves, the contract must state that any project delays caused by permit issues are the client's financial responsibility.
Your agreement should explicitly state that manufacturer defects are covered solely under the manufacturer's warranty, not your installation warranty. While you can assist the client in processing the warranty claim, labor costs to replace the defective unit are billable to the client unless you have upsold them a separate labor warranty package.
Yes, your agreement must include a dedicated cancellation clause that authorizes you to withhold a restocking fee, typically between 15% and 25% of the equipment cost, to cover supplier fees and logistical labor. This protection ensures you are not left holding expensive, specialized commercial units that you cannot easily resell.
The agreement must include a hazardous materials clause that immediately halts all installation work upon the discovery of mold, asbestos, or lead. Work will only resume once the client has hired a certified abatement specialist to clear the site, and any associated delays will automatically extend your project deadline without penalty.
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