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Terms & Conditions

ZC Willis Heating and Cooling, LLC  (“Contractor”)  propose hereby to furnish material and labor completely in accordance with specifications below. All material is guaranteed to be as specified. All work is contingent upon strikes, accidents, supply chain delays for equipment and materials or delays beyond Contractor’s  control.  The terms and conditions outlined below apply specifically to residential HVAC installation, service, and maintenance. Separate terms and conditions will apply to commercial or newconstruction projects, and shall be determined and agreed upon on a per-job basis.

 

Scope of Work

 

The contractor agrees to provide HVAC services including installation, repair, and maintenance of heating, ventilation, and air conditioning systems as outlined in the service agreement or proposal. Any additional work not listed will require a separate agreement and may incur additional charges.

 

Estimates and Pricing

 

All estimates are valid for 30 days from the date issued unless otherwise specified. Prices are subject to change based on unforeseen conditions or changes in scope of work. Final pricing will be confirmed upon acceptance of the proposal.

 

Scheduling and Delays

 

The Company will make every reasonable effort to schedule service appointments at times convenient for the Customer. While we aim to adhere to scheduled time windows, delays may occur due to unforeseen circumstances such as traffic, weather, extended prior appointments, or emergency service calls.

 

Jobs nots scheduled within 45 days (unless otherwise noted) of deposit pay date may be subject to increases in material, labor, and/or equipment costs.

 

  • Appointment Confirmation and Communication - Customers may receive appointment confirmations and reminders via phone, email, or text. It is the Customer's responsibility to ensure availability and access to the property during the scheduled time frame.

 

  •  Rescheduling Policy 

    • More than 24 hours' notice: No charge for rescheduling. One reschedule per estimate then subject to a $50 rescheduling fee.

    • Less than 24 hours' notice: Subject to a $50 rescheduling fee.

    • Same-day cancellations or missed appointments: Subject to a $150 no-show fee.

    • These fees help cover the cost of lost time and technician travel.

 

  • Access to Property - If our technician arrives and is unable to complete the scheduled work due to lack of access, the appointment will be considered a no-show. The Customer may be billed a $150 trip charge, and the appointment will need to be rescheduled.

 

  • Company-Initiated Delays - If delays arise on our end, the Customer will be notified promptly and offered the next available appointment or a new mutually agreed time slot. No fees will be charged in these cases.

 

  • Emergency and Priority Scheduling - Emergency service calls are addressed as quickly as possible and may take precedence over non-urgent appointments. Additional fees may apply for after-hours or priority scheduling, which will be discussed and agreed upon prior to dispatch.

 

Payment Terms

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  • A deposit 60% is required before work commences

  • Final payment is due upon completion and within 24 hours

  • Late payments may incur a fee of 5% per month

  • Accepted payment methods: cash, check, credit card, or approved payment plan.

Payments shall be made payable to: ZC Willis Heating and Cooling LLC.

 

Customer Responsibilities

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  • Ensure access to the work area is available at the scheduled time.

  • Remove personal belongings and secure pets as needed.

  • Obtain any necessary permissions or permits from property owners or HOA if applicable.

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 Warranties

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  • Manufacturer warranties apply to all new equipment installed.

  • Warranty is void if equipment is tampered with or serviced by an unauthorized party

 

Liability

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The contractor is insured and will take reasonable care in performing services. However, the company is not liable for damages caused by pre-existing issues, hidden defects, or improper use of the system after service

 

Dispute Resolution

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In the event of a dispute, both parties agree to attempt resolution through mediation before pursuing legal action. Legal disputes shall be governed by the laws of the Commonwealth of Pennsylvania.

 

Force Majeure

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The company shall not be held liable for delays or failures in performance due to events beyond its reasonable control, including but not limited to natural disasters, strikes, or supply shortages.

Refund Policy

Deposits and Prepayments

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All deposits and prepayments made to schedule work or order materials are non-refundable, unless the contractor is unable to fulfill the service due to circumstances within our control. If the Customer cancels the project before any materials have been ordered or work has begun, a refund may be considered, less 20 % administrative and processing fees.

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Installation Services

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Once installation has begun, refunds will not be issued for labor already performed or materials already installed. If there is a defect in workmanship or materials, the contractor will first attempt to correct the issue under applicable warranties before offering any refund or credit. Refunds will not be granted due to change of mind or buyer's remorse once work has commenced.

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Service and Repair Work

If a service or repair is unsatisfactory due to a verifiable defect in workmanship, the contractor will return to resolve the issue at no additional charge, provided the service was completed within the warranty period.

Refunds for service work will only be issued if:

  • The issue could not be resolved after multiple good faith attempts by the contractor.

  • The refund is approved by contractor management after review.

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Product Returns

Unused and uninstalled parts or equipment may be eligible for a refund within 30 days of purchase, subject to a 20% restocking fee and manufacturer return policies. Custom-ordered or special-order items are non-refundable.

 

Refund Process

Approved refunds will be issued within 10–14 business days by the original payment method unless otherwise agreed upon. Customers must provide proof of purchase (invoice or receipt) when requesting a refund.

 

No Refund Policy Applies To:

  • Diagnostic or service call fees

  • Permits, disposal fees, or third-party costs

  • Customer-supplied equipment

  • Circumstances outside of the contractor’s control (e.g., customer refusal of recommended repair, pre-existing conditions, power/water interruptions, etc.)

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