Terms & Conditions of service

Last Updated: February 13, 2025

Welcome to Comfort Solution HVAC! By scheduling services with us, you agree to the following Terms & Conditions. These policies are in place to ensure transparency, professionalism, and fairness for both our team and our valued customers.

1. Service Estimates & Pricing

1.1 Upfront Estimates – Customers will receive a detailed estimate before work begins. This estimate includes labor, materials, and any additional fees.
1.2 Estimate Approval – No work will begin without the customer’s verbal, written, or electronic approval of the estimate.
1.3 Price Adjustments – If additional work is required beyond the original estimate, a revised estimate will be provided for approval before proceeding.
1.4 Materials & Additional Costs – Any specialized or custom-ordered parts require prepayment before installation.

2. Payment Terms

2.1 Deposit Policy – A non-refundable deposit of 50% may be required before work begins, depending on the scope of service.
2.2 Final Payment Due Upon Completion – The remaining balance is due immediately upon job completion, unless otherwise agreed in writing.
2.3 Accepted Payment Methods – We accept cash, credit/debit cards, Zelle, and checks (from verified customers only).
2.4 Card on File Authorization – A valid credit/debit card may be required to be kept on file, with customer authorization, to process final payments.
2.5 Declined Payments & NSF Fees – If a payment is declined or a check is returned, a $75 fee will be applied, and the outstanding balance must be settled within 5 days.

3. Late & Non-Payment Policy

3.1 Late Fees – If payment is not received within 5 days, a 25% late fee will be applied to the outstanding balance.
3.2 Collections Process – Unpaid invoices over 5 days will be sent to a collections agency, and may be reported to credit bureaus.
3.3 Legal Action & Mechanic’s Lien – For unpaid balances, we reserve the right to file a Mechanic’s Lien on the property (where applicable by law) or take legal action.

4. Appointment & Cancellation Policy

4.1 Appointment Confirmations – Customers will receive a confirmation call, text, or email before their scheduled service.
4.2 Cancellations & No-Shows – Cancellations made less than 24 hours before the appointment may be subject to a $75 cancellation fee. No-shows may require a non-refundable deposit for future bookings.

5. Customer Responsibilities

5.1 Access to Property – Customers must ensure clear and safe access to the HVAC system. If access is blocked or unavailable, a trip fee of $75 may be charged.
5.2 Pets & Safety – Customers must secure pets and ensure that children are kept at a safe distance while work is in progress.
5.3 Tenant Work Authorization – If the customer rents the property, the landlord’s written approval may be required before service is performed.

6. Warranty & Liability

6.1 Service Warranty – We provide 30-day to 1-year warranties on labor and installation depending on the job.  Additional warranty is available as an add-on fee.  Manufacturer warranties apply to parts.
6.2 Exclusions – The warranty does not cover:

• Damage caused by misuse, neglect, or unauthorized repairs.

• Issues due to pre-existing HVAC system conditions.

• Acts of nature, vandalism, or other external causes.

6.3 Liability Limitations – Comfort Solution HVAC is not responsible for:

• Incidental damages resulting from system failures.

• Delays due to material shortages, weather, or supplier issues.

7. Right to Refuse Service

7.1 Unsafe Work Conditions – Our technicians reserve the right to refuse service if they encounter hostile, threatening, or unsafe conditions at a job site.
7.2 Non-Cooperation – If a customer refuses to pay, argues about pricing after approval, or behaves aggressively, we may terminate the service and seek legal or collection action.

8. Dispute Resolution

8.1 Good Faith Resolution – We aim to resolve any disputes amicably. If a disagreement arises, customers should contact our office within 7 days of service completion.
8.2 Legal Jurisdiction – Any disputes that require legal action will be handled in the courts of Cook County, Illinois.

9. Contact Information

For questions about our policies, please contact:

📍 Comfort Solution HVAC
📞 Phone: (847) 257-5356
📧 Email: ben@comfortsolutionhvac.com  &  comfortsolutionhvac@gmail.com
🌐 Website: www.comfortsolutionhvac.com