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Guide
How to hire an HVAC company
The questions to ask, how to check a license, and how to tell a real local company from a call center.
The short answer
Check the license where your state requires one, ask for proof of insurance and a written itemized estimate, and make sure the business is a real local HVAC company – not a call center that sells your job on.
Eight questions to ask every HVAC company
- Are you licensed for HVAC work in this state or city, and what is the license number?
- Are you insured, and can you send the certificate?
- Are your technicians certified under EPA Section 608 to handle refrigerant?
- Is the price a written, itemized estimate – equipment make and model, labor, permit, ductwork changes and haul-away?
- Will you size the new equipment with a load calculation, rather than just matching the old unit?
- Is there a trip or diagnostic fee, is it credited if I hire you, and what do you charge for nights and weekends?
- Who pulls the permit, and will your own employees do the work, or a subcontractor?
- What is the warranty on labor and on the equipment, and who registers the equipment warranty?
How to tell a real local company from a call center
Many heating and cooling websites are run by lead-generation companies that take your call and sell the job to whoever is available. Warning signs we use when we decide who to list:
- A name that is just a city plus a keyword, such as “[City] AC Repair Pros” or “[City] 24/7 Heating”.
- No street address or base town anywhere on the site.
- Only a toll-free number, or the same website repeated for many cities.
- Small print saying the site “connects you with” or “refers you to” independent contractors.
None of these proves a business is fake, but each is a reason to ask who will actually come to your home.
Repair or replace
A repair is usually the sensible choice for a newer system with one failed part. Replacement deserves a closer look when the system is old, repairs are frequent, or a repair costs a large share of a new system. Ask for both prices in writing, and for the age and the failed part in plain terms. If it is not an emergency, take a day to get a second quote. More in our repair or replace guide.
Licenses and permits
Licensing is set by each state, and in some states by cities or counties. Your state page sets out who licenses HVAC work there and links to the official lookup. Replacing a furnace, air conditioner or heat pump, and most ductwork changes, often need a permit and an inspection; ask the company who pulls it.
Comparing quotes
Before you compare, read how sizing and efficiency ratings work.
- Make sure each quote covers the same equipment, efficiency rating and brand.
- Check whether the permit, haul-away of old equipment, thermostat, ductwork changes and electrical work are included.
- Ask what the labor warranty covers and for how long, and what the manufacturer’s equipment warranty needs to stay valid – some require registration or yearly maintenance.
Find HVAC companies near you
Local heating and cooling companies by metro area, with phone numbers, base locations and the services they offer.
Questions
Do I need a licensed HVAC contractor?
Most states license HVAC contractors, and some leave it to cities or counties. Your state page explains the rule where you live and links to the official lookup where one exists. Separately, federal rules require technicians who handle refrigerant to hold EPA Section 608 certification.
How many quotes should I get?
For anything that is not an emergency, two or three written quotes for the same job, so you can compare like with like.
What is a load calculation?
A measurement of how much heating and cooling your home actually needs, based on its size, insulation, windows and climate. Equipment that is too large or too small wastes energy and wears out sooner. A good company sizes new equipment this way rather than copying the size of the old unit.
Should I pay up front?
Ask how the company bills. A deposit for special-order equipment is common on larger jobs; paying the full price before any work starts is a reason to ask more questions. Get the terms in writing.
General guidance, not legal advice. Rules differ by state and city.