HVAC Services in Seattle: Hiring and Permit Guide

Choose the scope before requesting a quote

Describe the problem before asking for a replacement price. Note which rooms feel uncomfortable, when the problem occurs, and whether the system starts, stops or makes an unfamiliar sound. Send the equipment model number and photographs of the indoor and outdoor units. Ask the company to state its diagnostic charge, what the visit includes, and whether you must approve repair work before the technician begins.

For a replacement proposal, ask the contractor to explain the equipment choice and sizing, any duct changes, and the proposed controls. Request separate descriptions of work they consider necessary and options you can decline. Seattle's mechanical application guidance calls for equipment information and heating and cooling load calculations where applicable, so ask what calculations your project needs. [2]

For equipment you plan to keep, ask for a maintenance scope tied to its model. Seattle City Light advises checking air filters and scheduling annual maintenance. Keep a record of the technician's findings and ask them to explain any recommended repair before authorizing it. [3]

Check credentials and responsibility for the work

Use the registration number on the written bid to check the company through L&I's Verify tool. L&I recommends checking registration, bond, liability insurance and infractions. If the contractor has employees, check that its workers' compensation account is active and current. L&I notes that contractors without employees do not need a workers' compensation account. [4]

Ask who will perform each part of the installation and list subcontractors in the contract. For a system assembled on site, Seattle requires a licensed refrigeration contractor associated with the permit application. The contractor or employee installing the system must also hold a Seattle refrigeration mechanic license appropriate for the refrigerant. Treat that as a separate check from the company's state registration. [1] [4]

Request references for a comparable project and ask about communication, changes to the agreed price and completion of inspections. L&I recommends evaluating references, scope, warranties and completion dates alongside price. Put any later change to materials or scope in writing before the contractor proceeds. [4]

Compare the complete installation price

Ask each bidder to price the same equipment and scope. Record model numbers, controls, ductwork, removal of old equipment, electrical or gas work, permits, taxes and cleanup. L&I advises checking that permit fees, taxes and other costs appear in the bid. Ask the contractor to identify exclusions and explain how they will price unforeseen work. [4]

For a heat pump, Seattle City Light recommends obtaining at least three bids. Its published contractor instant discounts for qualifying air-source equipment are $300, $400 or $600, depending on the listed efficiency criteria. Contractors obtain these discounts through participating distributors and can pass them to customers. Ask for the equipment's eligibility and the discount amount in writing; a listed program amount does not establish your final installed price. [3]

If your home uses oil heat, ask about a separate conversion program before signing. City Light lists a $2,000 instant rebate for Seattle households converting to a qualified heat pump through a participating contractor. Confirm your eligibility and any proposed combination of incentives with the program before treating them as part of your budget. [3]

Agree on installation and closeout steps

Have the contractor distinguish equipment delivery, permit issuance, installation and inspection dates. Seattle's mechanical permit guidance tells applicants to plan for nine weeks for most projects, while qualifying simple subject-to-field-inspection projects can receive a permit within 24 hours. The city says complexity, corrections and the review queue affect timing. Ask which permit route applies to your address before relying on a promised start date. [2]

Include inspection scheduling in the contract. Seattle requires cover and final inspections for refrigeration projects; the inspector may allow both at the same visit when the work is ready. The city advises coordinating associated mechanical inspections with refrigeration inspections when possible. Ask for permit copies and inspection confirmation before closing the project. [1] [4]

At handover, ask the installer to demonstrate the thermostat, identify the filter and explain routine care. Collect equipment model numbers, warranty terms and service contacts. Agree on payment milestones in writing. L&I advises paying as work progresses and avoiding full payment until the work is complete and you are satisfied. [4]

City Light qualifying air-source heat-pump contractor discounts

Match your request to the work you need

Your hiring checklist

1. Send equipment model numbers, photographs and a short description of the problem.
2. Ask for the diagnostic charge and your repair-approval limit before booking.
3. Request written bids with matching equipment and installation scope.
4. Ask the company to provide registration and applicable city refrigeration credential numbers.
5. Have the bidder list permits, inspections, subcontractors and excluded work.
6. Ask for an outdoor-unit placement sketch and an explanation of noise compliance.
7. Request written incentive eligibility and the discount included in your bid.
8. Agree on payment milestones and collect warranty and inspection records at handover.

Frequently Asked Questions

Do I need a permit to install a heat pump?

Ask the contractor to confirm the permits for your specific installation. Seattle's mechanical permit covers new HVAC equipment, while the city requires a refrigeration permit whenever a refrigeration system is assembled on site. Gas-line work requires a separate permit. Have the contractor include the applicable permits and inspections in the written scope. [1] [2]

How much should I budget for installation?

Use written bids for your home's scope rather than a citywide allowance. Ask bidders to include equipment, modifications, permit fees, taxes and exclusions. L&I recommends comparing scope, warranties and completion dates alongside price. The City Light discounts shown here are incentive amounts, not installation-cost estimates. [3] [4]

Can I obtain a City Light discount for any heat pump?

Confirm the model and purchasing route with your contractor. City Light lists efficiency criteria for qualifying air-source heat pumps and limits contractor instant discounts to participating distributors. Its guidance excludes DIY space-heating heat-pump installations from rebate eligibility. [3]

Should I pay the full balance before inspection?

Agree on payment stages and inspection responsibilities before work begins. L&I warns against payment requests for work that has not finished or passed inspection and advises avoiding full payment until completion and satisfaction. Request copies of permits and confirmation of required inspections. [4]