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Terms and Conditions | Privacy Policy
Establishing comprehensive terms and conditions is critical in safeguarding both RMR Air Conditioning, LLC, and its clients. Proper documentation ensures that all involved parties are aware of their rights, responsibilities, and the course of action in various scenarios, from project commencement to completion.
Effective terms and conditions should be accessible, understandable, and all-encompassing, covering areas such as project scope, materials, warranties, payments, and dispute resolution. By clearly stating these clauses, RMR Air Conditioning, LLC can build trust, manage expectations, and protect its business interests.
When outlining the terms and conditions, it is important to understand the HVAC industry’s dynamic needs and local and federal laws that may impact service provision. With this in mind, the following are key sections to include when drafting terms and conditions for HVAC services..
SECTION 1 – SCOPE OF WORK
1.1 Description of Services
- Inspection of existing HVAC systems.
- Assessment of heating and cooling components.
- Indoor air quality evaluation.
- Thermostat installation or upgrades.
- HVAC system repair, maintenance, or installation.
- Clean-up and disposal of replaced equipment or materials.
It is important to note that the extent of our services will be detailed in the written estimate provided to you, the homeowner or business owner, prior to any work commencing.
1.2 Estimates and Proposals
Any estimates or proposals given to the client are valid for a specific period, typically 30 days, from the date on the document. These estimates are subject to change if the conditions of the work site change or if additional issues are identified during inspection.
1.3 Exclusions
- Structural repairs unrelated to HVAC equipment.
- Electrical upgrades beyond those required for HVAC operation.
- Pest or mold remediation.
- Interior or exterior construction work unrelated to HVAC systems.
- Work outside the scope of heating, cooling, ventilation, or indoor air quality systems.
SECTION 2 – PROJECT MANAGEMENT
2.1 Scheduling and Timing
Once an agreement is reached, we will provide a schedule for the services to be carried out. This schedule is a projection and may be affected by equipment availability, weather conditions, the discovery of unforeseen mechanical issues, or other factors beyond our control.
2.2 Project Delays and Timing
We are committed to completing the project in a timely manner. However, delays may occur. In the event of unexpected delays, we pledge to keep you informed of the revised schedule and the reasons for the delay.
2.3 Change Orders
If you, the client, wish to proceed with additional work not included in the original estimate, a “change order” outlining the new work and cost will be drafted. Work will not proceed on these changes without your explicit approval.
2.4 Client’s Responsibilities
- Securing necessary permits when required.
- Providing safe access to HVAC equipment and work areas.
- Clearing the work area of any furniture, personal items, or hazards.
- Informing RMR Air Conditioning, LLC of any known electrical, mechanical, or system-related issues.
- Failure to fulfill these responsibilities may result in delays and additional costs..
SECTION 3 – PAYMENT AND BILLING
3.1 Payment Terms
Our payment terms require a deposit to secure the project start date, with the balance due upon satisfactory completion of the work. Payment schedules for larger installations or system replacements will be detailed in the estimate.
3.2 Additional Costs
If additional work is required due to previously unidentified mechanical issues or system conditions, we will notify you of the added cost and obtain your consent for the extra services before proceeding.
3.3 Late Payments
Late payments are subject to a fee and may result in the project’s halt until payment is received. The company retains the right to take legal action to recover any unpaid amounts.
SECTION 4 – WARRANTIES AND GUARANTEES
4.1 Manufacturer Warranties
We work with high-quality HVAC equipment and components that come with manufacturer warranties. We will provide you with all warranty documentation and assist with any warranty claims when applicable.
4.2 Workmanship Guarantee
Our workmanship is guaranteed for a specified period, typically one year or as required by local regulations. This guarantee includes defects or issues directly related to our installation or repair work and is void if third-party modifications or damages are found.
SECTION 5 – INSURANCE AND LIABILITY
5.1 Insurance Coverage
We carry comprehensive liability insurance and workers’ compensation to protect our workers and you, the homeowner or business owner, in case of injury or property damage.
5.2 Property Protection
We take precautions to protect your property during our work. If damage does occur, we will rectify the issue promptly and at no cost to you when it is directly caused by our services.
5.3 Indemnification
The client agrees to indemnify and hold RMR Air Conditioning, LLC harmless against any claims, losses, or expenses relating to the contracted work, excluding cases of company negligence.
SECTION 6 – POST-PROJECT SERVICES
6.1 Post-Completion Inspection
We may conduct a post-completion inspection with you to confirm that the work performed meets the agreed-upon scope and that the HVAC system is operating properly.
6.2 Follow-Up Support
We remain available for follow-up support and to address any issues covered by warranty. Our customer service team will respond promptly to inquiries regarding system performance or service concerns.
