HVAC Employee Handbook Template

HVAC companies face unique challenges: technicians work in customers' homes, handle hazardous refrigerants, work at heights, and operate company vehicles. An HVAC employee handbook helps you manage these risks while setting clear expectations for your team.

This guide covers everything you need to include in an HVAC-specific handbook, plus a free template to get you started.

Why HVAC companies need a specialized handbook

Generic employee handbooks don't address the specific challenges HVAC businesses face:

• High-risk work environment — Electrical hazards, refrigerant exposure, working at heights, confined spaces
• Regulatory compliance — EPA 608 certification, OSHA requirements, state licensing
• Company vehicles — Fleet management, accident procedures, personal use policies
• Customer interactions — Technicians represent your company in customers' homes
• Expensive equipment — Tool policies, inventory management, loss prevention

A specialized handbook protects your business, ensures compliance, and helps technicians understand expectations from day one.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with HVAC-specific policies.

This is our general template. Add the HVAC-specific sections outlined below to make it complete for your heating and cooling business. Need help customizing? See our step-by-step handbook guide.

Key sections for HVAC handbooks

Beyond standard handbook content, HVAC companies need these specialized sections:

Safety policies to include

Safety is paramount in HVAC work. Your handbook should document these critical areas:

Electrical safety

• Lockout/tagout (LOTO) procedures before working on equipment
• Testing for live circuits before touching wires
• Proper use of insulated tools
• Arc flash protection requirements
• Reporting electrical hazards

Refrigerant handling

• EPA Section 608 certification requirements
• Proper recovery procedures — no venting to atmosphere
• Leak detection and repair protocols
• PPE requirements for refrigerant work (gloves, safety glasses)
• Storage and transportation of refrigerant cylinders

Working at heights

• Ladder safety and inspection requirements
• Roof work procedures and fall protection
• Attic and crawl space safety
• Lift and scaffold requirements

PPE requirements

• Safety glasses for all service work
• Gloves for refrigerant and electrical work
• Steel-toed boots on job sites
• Hearing protection near loud equipment
• Respiratory protection when needed

Licensing and certification requirements

HVAC work requires various certifications. Your handbook should clarify:

Required certifications

• EPA Section 608 — Required for anyone handling refrigerants (Type I, II, III, or Universal)
• State HVAC license — Requirements vary by state; document what your state requires
• NATE certification — Optional but increasingly expected by customers
• Manufacturer certifications — Required for warranty work on specific brands

Continuing education

• Hours required for license renewal
• Company-sponsored training opportunities
• Time off for certification exams
• Reimbursement policies for training costs

License verification

• Proof of certification required at hiring
• Copies maintained in personnel files
• Responsibility for keeping licenses current
• Consequences for working without valid certification

Company vehicle policies

Most HVAC technicians drive company vehicles. Address these areas:

Vehicle use

• Who is authorized to drive company vehicles
• Personal use policies (allowed? with restrictions?)
• Passengers policy (family members, non-employees)
• Geographic restrictions (take home? state lines?)

Driver requirements

• Valid driver's license requirements
• MVR (motor vehicle record) checks
• Insurance requirements
• Consequences for moving violations

Vehicle care

• Daily inspection requirements
• Reporting maintenance issues
• Cleanliness standards (inside and out)
• Fuel card usage

Accidents and incidents

• Immediate steps after an accident
• Who to contact and when
• Documentation requirements
• Drug/alcohol testing after accidents

Template vs. digital handbook

HVAC technicians are rarely in the office. Consider whether a digital solution makes sense:

Frequently asked questions

What should be in an HVAC employee handbook?

An HVAC handbook should include safety protocols (electrical, refrigerant handling, ladder safety), licensing and certification requirements, company vehicle policies, equipment care, customer service standards, and emergency procedures. Plus all the standard employment policies like anti-discrimination, leave policies, and performance expectations.

Do HVAC companies need employee handbooks?

Yes, HVAC companies benefit significantly from handbooks due to the high-risk nature of the work. A handbook documents safety procedures, protects against liability, ensures compliance with OSHA regulations, and sets clear expectations for technicians. Most HVAC businesses are small businesses — even with a small team, documenting safety policies is critical.

What safety policies should an HVAC handbook include?

HVAC safety policies should cover electrical safety (lockout/tagout), refrigerant handling (EPA 608 compliance), ladder and fall protection, PPE requirements, confined space entry, heat illness prevention, and emergency procedures for accidents.

How do I handle licensing requirements in the handbook?

Document which certifications are required for each role, who's responsible for maintaining them, what happens if a license expires, and whether the company reimburses for continuing education. Be specific about EPA 608, state licenses, and manufacturer certifications.

How do I get technicians to acknowledge safety policies?

Have each technician sign an acknowledgement form confirming they've received and understood the handbook. This is especially important for HVAC companies — documented safety training protects you during OSHA inspections or after workplace incidents.