Choosing an HVAC Service Provider: 7 Important Checkpoints

Blog Choosing an HVAC Service Provider: 7 Important Checkpoints
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As property managers of office towers or large retail locations, you understand the importance of having an experienced HVAC company with qualified HVAC technicians on call to help keep your system operating at peak efficiency.
However, if you’re ever in the position of hiring a new HVAC service provider, how do you choose the right one for your building’s needs? Here are 7 important checkpoints to consider before you make a decision:


Qualified HVAC Technicians Have Experience With Distinct Building Types

Certain types of buildings have specialized systems that require your HVAC company to have particular skills. For example, a large retail store might have refrigeration systems not present in downtown office towers. Ensure that the company you’re considering hiring has the skills, knowledge, and experience you need to keep your various systems operating efficiently.


Size Of Their Qualified HVAC Technicians Team

In the event of a breakdown, you need fast response, diagnosis, and repair to get the system operating again. If your HVAC company is small, your response time for service might be longer than anticipated, especially if their team is out on other calls. A large HVAC service team means more qualified HVAC technicians to handle the workload, and faster response time when the situation is critical.


Which Manufacturers They Deal With

The brands an HVAC company deals with can tell you a lot about their credibility. Most reputable companies that have been around for a while will offer products from major manufacturers such as Lennox, Carrier, and Trane. Other companies may only deal with products from secondary manufacturers, sometimes bought from wholesalers. Buying cheaper products might look attractive to your bottom line today, but might not be a wise move in the long run.


How They Communicate

Communication from your HVAC company goes beyond talking to you when you need them – it’s also about talking to you when you don’t. Great HVAC companies will keep an open dialogue going with you to make sure you’re happy with how your system is performing, keep them updated if your needs change, and listen to any concerns you might have. They’ll be prompt in answering questions, eager to chat, and not put an emphasis on selling you things. A company that seems to be in sales-pitch mode early on (and on a continuous basis) will give you a clear indication of where their priorities lay.

Read More: Commercial HVAC In Ontario – 7 Reasons To Choose Springbank 


24-hour Availability

You may never need prompt HVAC service at 4:00 am, but if you ever do, you’ll be glad it’s there. However, for various reasons, not all service providers can promise 24-hour response. If it’s critical that your systems run efficiently around the clock, 365 days per year, ensure that you’re hiring a company that can fulfill your needs and have qualified HVAC technicians at any given moment.


Priority on Energy-Efficiency

Does the company prioritize using energy-efficient products that will bring you energy savings in the long run? HVAC companies worth hiring understand the wisdom in investing today for energy savings tomorrow, and will offer products that will save you money over time. For example, the price of an inexpensive air filter might be attractive today, but a higher priced, maximum-efficiency pleated filter actually performs at 10x the rate of regular filters. Qualified HVAC technicians will always offer you smart alternatives and not simply dangle cheaper products in front of you for that fast sale.


Review Their Maintenance Programs

Look closely at what type of maintenance programs your prospective HVAC company offers. Reputable companies will offer comprehensive packages that include inspection of hot water and steam boilers and water-cooled heat pumps, cleaning of cooling towers and steam humidifiers, replacing system parts if necessary, and more. Also, the company should be able to explain the importance and benefits of each component, and be transparent about what work needs to be done and why.

Read More: Why Regular HVAC Maintenance Is Crucial To The Bottom Line 


It’s also important to do your own research on any company you’re considering hiring. Thanks to the Internet, doing so has never been easier. Read a prospective company’s website, check their online reputation, read reviews, and ask colleagues or industry experts for their opinions and recommendations. Chances are, you’ll be able to short-list your candidates quickly based on their feedback.

Also, don’t be afraid to ask for in-person interviews with prospective service providers. The reputable companies will be happy to speak to you, or visit your location to get to know your needs better even before you hire them. You’ll be able to get a read on their professionalism and technical know-how quickly, and be able to make an informed choice when you’re ready to sign a contract.

If you have any questions, I’m always happy to chat. Feel free to reach out at your convenience.

Gregg Little is Co-owner of Springbank Mechanical Systems. He can be reached at 905-569-8990 or