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5 Important Elements of an HVAC Maintenance Agreement

“What do I need?” “What can they do?” “How much do they charge?” “How long will it take?”

All of these questions probably run through your mind when researching mechanical contractors and trying to find the right HVAC maintenance agreement for your building. And they absolutely should. After all, an HVAC maintenance agreement is about more than paying someone to keep your HVAC system running. It’s about building trust, creating a relationship and demonstrating long-term value by helping you avoid downtime and save money through prevention rather than repair.

Whether on a monthly, quarterly or bi-yearly schedule, Yale Mechanical customers count on our custom maintenance agreements for regular inspection and maintenance of their rooftop units, ventilation systems, burners, boilers and more – depending on the unique needs of their building.

To help determine a plan that’s right for you, we’ve put together a short list of the most important elements to consider when choosing a service provider and HVAC maintenance agreement:

1. Dedication to Responsiveness

It’s expected for a maintenance team to make scheduled visits, check the conditions of your belts, change your filters and do it all again next time. But when unexpected troubles arise, how quickly will they be there to fix your problem? With the largest service fleet in the Twin Cities, we make fast response a cornerstone of our business. Our typical response time is two hours or less in an emergency and four hours for less critical issues. Beyond fast response, you’ll want the team to be able to clearly respond to your questions and concerns, communicate issues and recommend solutions based on expertise, professionalism and honesty.

2. A Consistent Team

Every building features different systems, has different quirks and requires attention in unique ways others don’t. A technician who learns the ins and outs of your building’s HVAC systems gains a familiarity that adds value to the maintenance agreement over the long term. Your technician should become someone you trust, and you’ll know you’ve chosen the right company when you not only count on your technician to perform proper maintenance practices, but to also look out for your long-term interests and those of your equipment.

As security continues to become an increasingly important issue, you should be confident that the technicians you’re allowing into your building are trained, proven, professional and worthy of your trust.

3. A Focus on Minimizing Downtime

Can your service provider help your HVAC system thrive or just survive? It’s always cheaper to make repairs on a scheduled basis rather than having your system shut down because a belt breaks or filters weren’t changed regularly. How often regular maintenance needs to be conducted depends on the processes you’re running and the condition of your equipment, so an HVAC maintenance plan should be customized to your needs with an eye on preventing system failures.

4. Proactive Focus on Your Needs and Budget

Look for someone who takes ownership of your equipment. That not only includes working to extend the lifecycle of your equipment as long as possible, but also helping you budget for the long-term by identifying parts and systems that will need to be replaced a few years down the road. 

5. Accurate & Detailed Documentation of Work Performed

You should never have to wonder what you’re getting for your money. A maintenance plan should tell you up-front what the service provider is capable of, what the plan covers, how often it can be engaged and what the parts and labor will cost. Transparency is key in choosing a service provider and an indicator that the relationship is worth building and maintaining.

With fall creeping onto our calendars, now is the time to think about winter start-ups to ensure your heating equipment is ready to combat freezing temperatures. If you already have an HVAC maintenance agreement with Yale Mechanical, you can rest assured we’ve got that worked into your plan. If you’re in the process of evaluating service providers, you should know we customize maintenance agreements based on your particular needs. We deliver consistent quality and strive to make your equipment work like it did the day it was installed.

To find out more about our HVAC maintenance agreements, visit our service agreement page, or send me a note and I’d be happy to provide more information.

Blog Author

Ron Gundershaug

As vice president of Yale Mechanical’s Service Division, Ron leads the Twin Cities’ largest service fleet committed to superior HVAC service and energy management solutions. He has been helping Yale Mechanical solve the toughest HVAC problems for more than 22 years and is committed to providing service with unmatched quality and response time.

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