Terms & Conditions

1. Company Information and Applicable Agreements

HVAC RPE LLC provides residential and commercial heating, ventilation, air conditioning, and refrigeration installation, repair, and maintenance services.

These general terms apply when provided to the customer and accepted as part of a transaction. Work begins after customer authorization. The accepted estimate, work authorization, or signed agreement defines the specific scope, price, and payment schedule. If these general terms conflict with a specific accepted agreement, the specific agreement controls, subject to applicable law. Nothing here limits rights that cannot lawfully be waived.

A person authorizing work represents that they own the property or have authority from the owner to approve the work and related charges. Tenants, property managers, and agents must identify the responsible contracting party. The accepted agreement identifies the party responsible for payment. Electronic signatures and approvals through our service platform or email may be used by agreement of the parties; we will retain the accepted scope and approval record. Change orders will be signed as required.

2. Service Appointments

Appointments and arrival windows are subject to availability. We will communicate material scheduling changes when reasonably possible. Customers must provide accurate contact and access information and notify us promptly of cancellations or rescheduling. Please provide at least 24 hours’ notice when possible. A missed-appointment or short-notice cancellation fee applies only if its amount and conditions were disclosed and accepted before booking and are permitted by law. Canceling a visit does not automatically cancel a separate project or membership agreement.

3. Estimates, Pricing, and Authorization

Free estimates may be offered for new installations. Diagnostic visits and other services may carry a fee disclosed before authorization. Applicable service-plan benefits will be honored according to the customer’s agreement. Estimates identify included work and stated exclusions. Additional work or a change in price requires customer approval before that work proceeds. Customers may decline proposed repairs after diagnosis; an authorized diagnostic fee may still apply.

Only work expressly included in the accepted scope is included in the price. Unless specifically included, drywall, painting, finish carpentry, landscaping restoration, structural work, unrelated electrical or plumbing upgrades, and hazardous-material remediation are excluded. Project exclusions will be stated in the accepted scope. All work will comply with applicable requirements. Changes to price, scope, equipment, or completion dates must be documented in a written change order approved by both parties before the changed work begins, with signatures where required. Equipment substitutions require customer approval.

4. Payment Terms

Payment is due according to the accepted estimate or signed agreement. For installation projects, our standard payment schedule, when included in the accepted agreement, is: 70% with the signed contract, 15% at rough-in when applicable, and the balance at completion. If there is no rough-in stage, the remaining 30% is due at completion unless the agreement states otherwise. This installation schedule does not automatically apply to service calls, maintenance memberships, or warranty extensions.

We accept cash, credit/debit cards, and approved financing. Financing is subject to lender approval and separate lender terms. Late fees, interest, and collection charges apply only when disclosed and agreed in advance and permitted by law.

For service and repair visits, payment is due upon completion unless a different schedule is accepted in writing. Financed projects require confirmation of approved funding. Required deposits or confirmed financing must be in place before ordering equipment or reserving an installation date. If an agreed payment is overdue, we may give written notice and pause further work to the extent permitted by the agreement and law, after taking reasonable steps to leave the site safe. We will state the reason and conditions for resuming. Any resulting schedule change or additional charge must be documented and authorized as required. A customer with a billing dispute should promptly identify the disputed item; undisputed amounts remain due according to the agreement, subject to any lawful withholding right.

5. Equipment, Materials, and Unpaid Balances

Equipment and materials supplied for a project are identified in the accepted estimate or agreement. Customers remain responsible for payment according to that agreement. HVAC RPE LLC reserves the right to pursue unpaid balances through lawful collection procedures and applicable lien rights.

6. Installation Workmanship and Manufacturer Warranties

Unless the signed installation agreement expressly provides otherwise, HVAC RPE LLC includes a 12-month warranty on its original installation workmanship, beginning on the installation completion date. This covers correction of defects directly caused by our installation work within the original scope. Coverage is limited to the installation workmanship described in the applicable warranty. Coverage for parts, refrigerant, materials, and other costs must be identified in the applicable written warranty or installation agreement.

Manufacturer warranties are separate and subject to the manufacturer’s terms, registration requirements, and exclusions. The manufacturer determines eligibility and approval of its warranty claims.

Problems caused by misuse, neglected maintenance, external damage, power events, or later alterations by others are excluded to the extent those conditions caused the problem. Coverage remains available for unrelated defects in our original installation workmanship.

Any optional workmanship extension is governed by its separate accepted agreement, including covered systems, price, purchase deadline, dates, scope, exclusions, and cancellation terms. Extension pricing and any associated charges will be stated in that agreement.

To request warranty service, call 757-844-8657 or email hvac.r.p.e@outlook.com with the service address, invoice or agreement reference if available, and issue description. Any charge for diagnosis or work outside coverage must be explained and authorized before it is incurred.

Repair of one diagnosed fault does not guarantee that unrelated faults will not occur, particularly in older equipment. Maintenance does not guarantee uninterrupted operation or prevent every failure. Unless expressly included, warranty service is scheduled during normal business hours; any optional after-hours premium must be disclosed and accepted before dispatch. For work for which the customer seeks reimbursement, contact us and allow a reasonable opportunity to inspect and correct a claimed workmanship defect before hiring another contractor, except in an emergency or where law provides otherwise. Do not delay necessary steps to protect people or prevent further damage. Third-party reimbursement requires prior written approval unless otherwise required by law.

7. Permits, Inspections, and Third-Party Testing

The accepted installation scope will identify responsibility and pricing for required permits, inspections, and third-party testing, including duct testing when applicable. We will explain additional requirements discovered during a project and obtain approval for changes before proceeding. HVAC RPE LLC will fulfill its applicable code, permit, and approval requirements.

8. Project Cancellation, Ordered Equipment, and Refunds

To cancel an accepted project, notify HVAC RPE LLC promptly in writing by email or through the notice method in the signed agreement. Any cancellation or refund rights required by law, including instructions in an applicable cancellation notice, take priority over the charges described below.

Installation cancellation fee: When expressly included in the accepted installation agreement, a customer cancellation after any applicable statutory cancellation period is subject to a cancellation charge of 10% of the total installation contract price, only to the extent enforceable under applicable law. This charge covers eligible project preparation, administration, and scheduling losses. It does not automatically apply to service appointments, maintenance memberships, or warranty-extension purchases.

Nonreturnable equipment and materials: Once HVAC RPE LLC purchases equipment or materials specifically for the authorized project, the supplier may treat that purchase as final and refuse returns. Before placing a nonreturnable order, we will identify the equipment or materials and disclose the nonreturnable commitment for customer approval in writing. If the customer later cancels outside any applicable protected cancellation right, the customer is responsible, to the extent permitted by law and the accepted agreement, for the actual nonrecoverable cost of those authorized purchases and any disclosed, unavoidable supplier cancellation or restocking charges. Deposits will be credited toward the customer’s cancellation balance.

The cancellation accounting will credit supplier refunds, returns, credits, and net resale recoveries. Each loss will be counted once, with any overlap between the 10% charge and separately itemized costs deducted. We will provide an itemized accounting of charges, payments, credits, and any balance or refund due. For nonreturnable equipment or materials charged to the customer, we will arrange transfer or pickup with the customer after payment, subject to applicable law; installation is not included in that transfer unless separately agreed.

Charges for authorized work already performed will be addressed in the accepted agreement and accounting without duplicate recovery. Any refund due will be returned within the time required by law. Customer remedies for defective or incomplete work remain available under the agreement and applicable law.

Maintenance memberships and optional warranty extensions have separate cancellation, renewal, and refund terms. Their specific agreements control; canceling a visit does not end those agreements.

9. Existing Conditions and Responsibility for Work

We will use reasonable care in performing authorized work. Existing defects, concealed damage, and pre-existing code issues outside the agreed scope may require additional work. We will explain material issues discovered and obtain approval before additional chargeable work. HVAC RPE LLC remains responsible for its work and for damage caused by its negligence, consistent with applicable law. Customers remain responsible for damage they cause through misuse or failure to follow reasonable operating instructions, to the extent permitted by law.

Work on existing equipment is limited to the authorized scope and is not a whole-property inspection or certification of unrelated systems. We do not guarantee particular utility savings, room temperatures, humidity levels, or performance of retained ducts and equipment unless a measurable commitment is expressly included in the signed scope. Equipment specifications, required testing, and design and installation commitments stated in the accepted agreement remain applicable. Customers must promptly report leaks, abnormal operation, or suspected defects, stop using equipment when continued use could be unsafe, and take reasonable steps to limit further damage.

10. Customer Information

We use customer information to provide estimates, schedule and perform services, process payments, maintain records, and administer warranty or service-plan obligations. Information may be shared as reasonably necessary with service providers supporting those functions, financing providers when requested, manufacturers for authorized warranty matters, or when required by law. We do not sell or rent customer personal information. For more information about how we handle personal information, including website information and privacy requests, please review our Privacy Policy.

11. Access and Property Protection

Customers must provide safe, reasonable access to equipment and work areas, secure pets, and move fragile or valuable items when reasonably requested. Please disclose known hazards or access restrictions before the visit. We will take reasonable precautions to protect the work area.

Customers must arrange needed owner, landlord, association, or other property permissions, except permits or approvals assigned to HVAC RPE LLC. Customers must provide agreed access, available utilities, and an authorized decision-maker when needed. If access is unavailable or the site is not ready, we may reschedule. Additional trips, storage, or waiting charges apply only under rates and conditions disclosed and accepted in advance or an approved change order. We do not perform asbestos, mold, lead, or other hazardous-material remediation unless expressly qualified and contracted to do so. Suspected hazardous conditions may require work to pause until evaluated and addressed by a qualified party.

12. Unsafe Conditions and Service Limitations

We may decline or pause work because of unsafe conditions, threats, harassment, unlawful requests, or another lawful reason. We will explain the issue when appropriate and address existing contractual duties, payments, and refunds according to the agreement and applicable law.

Weather, supplier shortages, shipping delays, utility interruptions, inspection scheduling, and other events beyond our reasonable control may affect performance dates. We will promptly communicate known material delays and document schedule adjustments as required. We will use reasonable efforts to reduce delays; any additional charges require approval, and applicable contractual and legal remedies remain available. Delays caused by denied access, owner changes, or other customer-controlled conditions may require an agreed schedule adjustment.

Before either party begins legal proceedings over a service or billing dispute, we request prompt written notice describing the issue and a reasonable opportunity to review records, inspect the work when appropriate, and propose a resolution. This request does not delay emergency relief, required notices, lien deadlines, filing deadlines, or any nonwaivable right.

13. Updates to General Terms

We may update these terms for future transactions. The version provided and accepted for a transaction applies to that transaction. Posting revised terms does not automatically amend an existing signed agreement. Changes to an existing agreement require the parties’ agreement or another lawful basis.

14. Contact Information

HVAC RPE LLC

Newport News, Virginia

Phone: 757-844-8657

Email: hvac.r.p.e@outlook.com

Website: https://www.hvacrpellc.com/