How to Choose an Air Conditioning Contractor

When choosing a local heating and air conditioning contractor you can avoid a lot of frustration and save time and money by taking caution to make the right choice. When purchasing a new heating and cooling system, you may find more satisfaction by choosing the best contractor than the particular equipment brand you select. By making the right choice when selecting a contractor you will find that you will get the best results over simply selecting one from a list in the phone book, and by considering your needs for a qualified heating and cooling contractor today, you will avoid making a bad decision when you are in a rush due to an emergency home comfort need.

This information will provide an overview of what to look and how to select the best contractor for your homes heating and cooling needs. This information is provided to you as a guide from many years of combined trade experience and from sponsors who promote excellence in the HVAC industry. We hope it will better your contractor relationship, save you money and to improve your home’s indoor air quality. You can find many of the companies we describe here from the contractors listed on ServiceFInders.Net.

1) Business Credentials:

When first interviewing your contractor ask about their credentials as a licensed HVAC contractor in your area. All contractors should carry either a state contractor’s license of either A, B or C (some states such as Tennessee do not apply). These licenses will not only qualify the company on their knowledge of doing business in the Heating and Cooling trade, but will also determine the size (in cost) of a particular job the contractor is allowed to perform. We recommend that your home HVAC contractor carry an A or B license in order to do most all residential installations and replacements.

Insurance is an absolute must for the HVAC contractor when working on your property. This is for your protection as well as theirs. We recommend that they carry a policy of liability insurance of $1,000,000 or more to cover and protect their personnel and your residence in the event that an accident were to occur and damage your home. Most states require that the contractor carry worker’s compensation insurance to protect the contractor’s employees who are working at your home in case they are injured. Not all states (such as Texas) require workman’s compensation insurance but you should verify the requirements of your area and the status of the contractor that you might select.

In the case of the heating and air conditioning contractors there are different tests and requirements for each state and location which may apply for a A, B or C licensed contractor (or other state licensing) particular to this trade. They may include journeyman’s cards for the technicians, refrigerant handling and recovery certificates or other local permits depending on the area and jobs being performed. It is best to contact your local county or city building inspector’s office to learn what is specific to your state and area.

Next we recommend that you consider the location of the contractor’s office, their years in business and their general office presentation.

Their office location should be near enough to your residence that they can meet your service needs in a timely manner. If you are a customers who lives in an extended range of their service area you may have to pay an additional travel fee or else you might find that your do not receive the same attention that customers receive who are closer to the company’s dispatch office. If you live in an area where it is necessary for a contractor to travel a longer than normal distance to your home, inquire as to what will be your typical response time and if there will be any extra travel fees. Sometimes it is better to allow for a travel cost in order to be considered a valued customer to your contractor and to then expect the same urgency as other customers do.

Next look for a heating and cooling company who has earned their good reputation through at least 5 years of experience under the same name within their current service area.

Something few people do until they have a problem is to actually visit the contractor’s office. In some cases they might sound appealing by phone but you my see a different story when you visit their office. Ask yourself if you would rather work for a clean and organized company or one that is poorly maintained. This is true for their employees as well. You can expect that your contractor will treat your home, equipment and family’s needs much like the way they would treat their own business. To get the best service your contractor should have a business office separate of their own residence, and it should be open and welcome to the public. Take time to visit and meet your new contractor at their office. You will be glad you did and so should they be happy to meet you as their new customer.

2) Qualified Service Personnel:

Some people are misinformed about the need for training and skills in the heating and cooling industry today. Times have greatly changed since the days when heating and cooling technicians were merely called mechanics, and like the auto industry, when at one time everyone knew a good backyard mechanic. Just as the automobile has become a complex electro-mechanical piece of modern day machinery, so has the residential heating and cooling equipment in houses today. Technology, environmental regulations and demands for higher efficiency and comfort have changed heating and cooling equipment and controls. Today’s technology and equipment needs have put even higher demands on the skills and training needed for HVAC technicians. So don’t under estimate the needs of skilled service personnel from your new contractor. Also consider that heating and cooling technicians need skills different trades such as- Mechanical, Electrical, Plumbing, Electronic, Programming and the skills particular to the refrigeration circuit of your homes system.

Look for and ask if the contractor does regular in-house training, or if they participate in training sessions from their local manufacturer’s representative or HVAC parts supply house. Other strong industry proponents and HVAC training organizations to inquire about include NATE (North American Technician Excellence), RSES (Refrigeration Service Engineers Society) and ACCA (Air Conditioning Contractors of America).

3) A Comfortable Relationship:

We hope that by taking the time and effort needed to choose a quality heating and cooling contractor that you will establish a relationship with a company which will last for many years. You need a company who you feel good about coming into your home when there is a crisis such as a lack of heat on a cold winter’s night. So think of this as more than just a service company for you may depend on them as one who truly cares about your family’s needs and comfort when you least expect to.

Even if you are currently in the need for a new comfort system installation or replacement, don’t just consider the company’s installation department but also keep in mind their service department. You may have their install department perform work in your home at first but it will be their service personnel who you will see and depend on for years to come. If a problem occurs due to an install, it may be likely that it will be their service department who makes it right. So just as you did when you visited the company’s office to see the general condition there, get to know and ask about their service technicians. Are they courteous, clean, and groomed? Are they the type of men and women that you will feel good and safe about in your home? Remember, they’ll be in your house with your family so make the right choice. Sometimes you can find pictures and bios about a company’s employees on a company’s website.

4) Scheduling Service Calls:

From the very first time you contact your heating and cooling contractor by phone and every time you call about your comfort needs, the voice you hear should be friendly and helpful. If they are not interested about you when first you call, then you are off to a bad start. Your contractor should offer friendly phone service 24 hours a day. Because your HVAC system runs non-stop 365 days a year, 24 hours a day then so should your contractor.

When calling after hours or weekends it is acceptable to either have your calls answered by an answering service or a voicemail but all calls should be promptly returned to you by a company employee within 30 minutes. When interviewing your contractor ask them what their policy is on returning calls after hours. It is also important to ask what the hourly rate is for after hour’s calls and what determines when and if they will respond to an after hour’s call verses choosing come the next work day.

5) Ask For References:

Next you should ask your new contractor to supply you with at least 3 good references of people who have used their service for at least one year. Consider the sources of the references as they should not be connected in any way to the contractor by family or close friends. Other business owners and people that you respect from your community make good references, especially if they can explain how the heating and cooling company handled tough problems or when things didn’t go as planned.

Use sources like the BBB (Better Business Bureau) and find out if the company has any unresolved disputes with other customers.

6) Service Rates and Pricing:

We would like to be clear that we are in no way recommending that you make your decision based on the contractor’s service rates. On the contrary we do recommend that you are aware of what the average service rates are in your community but not to choose the lower. Our years of experience give clear results that consumers typically get what they pay for in the HVAC industry. Contractors who under price their work are generally ones who either do not understand their own costs of running their business, or they do not offer the services required in the HVAC industry to properly support a customer’s needs and to keep them happy. You may not always appreciate the cost it takes for the average air conditioning contractor to meet your needs and you might be tempted to pay a lot less, until the time when you will wish you had hired the company who was there when you needed them most. So make your decision based on cost to be only a small portion of what you want from the contractor you choose.

Ask if the contractor either charges by the hour or if they use flat rate pricing, and also inquire about a trip charge. Most contractors will either charge you a trip charge, which may or may not include the first ½ hour of service, and diagnostic time, or they will charge more for the first hour and less thereafter. If they charge by the hour you will want to know what the cost is and when the service time will begin, either when they begin the travel or after they get to your house. With flat rate pricing you will usually be charged a single diagnostic fee and then the technician can show you from a book what the repairs will cost based on an average industry standard. One advantage of flat rate pricing is that you can relax knowing what the cost will be for your repairs regardless of the time it takes the technician to complete them.

7) Get the Details In Writing:

Maybe this should go unsaid but it is worth being clear about. It is never asking too much to request anything you are told to be put in writing. This is true about many of the questions that you are asking the contractor from the initial interview and it is true when a technician visits your home. It will only save and protect this valuable relationship that you are so wisely taking the time to create. After asking questions of your new contractor either by phone or as you visit their office, be sure to ask that they provide these details for you in print. If you are calling them by phone, simply ask if you may forward them these details as you understand them by email that they can approve and reply. This will hurry the process so in case you have an immediate need for their service it will not have to be delayed.

Here’s a list of items to always have documented:

• Job start and end dates and times

• The maximum number of days to complete work

• Cost of possible variables in a specific job

• Cost for all specific labor, parts, equipment and options

• For larger jobs to show details of insurance and incidentals

In the event of new installations or construction you should consider to have included a copy of the load calculations showing the ACCA Manual J which is an industry standard. This is the engineering information used by the contractor to determine that your equipment is properly sized and that it will meet the needs of you house in summer and winter.

Equipment quotes should always state whether or not they include new duct work or if any ductwork changes are to be done. It may be possible to reuse much of the existing ducts but in this case the contractor should have examined the existing ducts for size, proper insulation and that they are clean. It is best to have a quote for a complete and finished job quote and should detail the following items:

• Reuse or replace refrigerant line set

• Reuse or show changes to be made in all line voltage associate to the equipment

• Reuse or replace outdoor unit pad

• Reuse or replace thermostat

• Reuse or change ductwork

There are a number of different warranties common to the HVAC industry. They include service, install, parts and equipment. Most contractors offer a standard service warranty for any work they perform and depending on the contractor may range from 30 to 90 days. Parts typically come with a standard factory warranty of one year and equipment warranties can vary from 1 to 10 years.

When having new equipment installed you should always ask about possible extended warranties. Today most equipment has available warranties which may be purchased through your contractor. Factory extended warranties may include up to 10 years parts and labor and are not limited to any one contractor. It is important to always ask, understand and have all warranties in writing.

Getting Started With a Maintenance Plan:

To start your process of choosing the best heating and cooling contractor for your family’s needs we recommend that you first consider a preventive maintenance plan. When speaking with your contractor inquire about their preventative maintenance plans. You will need to know the following about their maintenance programs:

• Yearly cost per system

• Detail what system you have (ie. Heat-pump, furnace, geo or combination)

• Frequency of maintenance visits

• What each visit includes

• Does the maintenance cost include air filters

A maintenance visit is also a great way to get to know and experience the new contractor during your evaluation process and also allows the contractor to document all equipment model and serial numbers associated with your account.

Summary:

Many people don’t consider a heating and cooling contractor until an urgent need arises, but if you will follow the steps as covered in this information and plan ahead, you will save much frustration and limit any possible uncomfortable down time from system breakages when the weather is hot or cold outside.

Service Finders- A source of Qualified Heating and Cooling Contractors

Service Finders promotes excellence in the HVAC industry by sponsoring only pre-qualified heating and air conditioning contractors. With Service Finders consumers can quickly locate contractors who meet these specific requirements. Service Finders is FREE and never asks for any personal or contact information. We hope you have enjoyed this free information.

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