How-To Guide
How to Choose an HVAC Contractor in Ontario: Checklist and Verification Guide
A step-by-step process for finding, vetting, and hiring a qualified heating and cooling contractor. TSSA verification, insurance requirements, what quotes should include, and how to compare them.
Key Takeaways
- Any contractor doing gas work in Ontario must be TSSA-registered with G2 or G3 certified gas fitters. Verify at tssa.org before hiring.[1]
- Air conditioning and heat pump work requires a 313A trade certificate (compulsory trade in Ontario).[3]
- Get two to three detailed quotes and compare the scope of work, not just the price.
- A complete quote should itemize equipment, labour, permits, warranty terms, and a project timeline.
- Your contractor should handle all permits and inspections (TSSA, ESA, municipal) as part of the job.[2]
Step 1: Verify Licensing and Registration
Ontario regulates HVAC work through multiple bodies. Before hiring anyone, verify that the contractor holds the right credentials for the work you need done.
Gas Work: TSSA Registration
Every company performing gas appliance work in Ontario must be registered with the Technical Standards and Safety Authority (TSSA).[2] This includes furnace installation and service, gas water heaters, gas fireplaces, and gas piping.
The TSSA maintains a public Fuels Contractor Registry where you can search by company name, reference number, city, or postal code.[1] Each listing shows the business name, registration number (FS-R prefix), and office location. The registry is updated monthly.
The technicians doing the work must hold individual certification: a G2 (Gas Technician 2) can work on most residential gas appliances, while a G3 (Gas Technician 3) handles a more limited scope. Both are issued by the TSSA after passing written and practical examinations.[2]
AC and Heat Pump Work: 313A Certification
Refrigeration and air conditioning work is a compulsory trade in Ontario. Technicians must hold a 313A (Refrigeration and Air Conditioning Systems Mechanic) certificate of qualification.[3] A 313D (Residential Air Conditioning Systems Mechanic) certificate also exists for residential-only work. You can verify trade certification through Skilled Trades Ontario.
Electrical Work: ESA Licence
Any electrical work related to your HVAC installation (wiring for a new AC unit, heat pump, or electrical panel upgrades) must be performed by a Licensed Electrical Contractor (LEC) with a valid ECRA/ESA licence number.[4] You can look up contractors at the ESA Contractor Locator. Only LECs can pull electrical permits in Ontario.[5]
| Credential | Required For | Verification |
|---|---|---|
| TSSA Registration (FS-R number) | All gas appliance work | tssa.org Fuels Contractor Registry |
| G2/G3 Gas Technician | Individual gas fitters | TSSA (employer should confirm) |
| 313A Certificate | AC, heat pump, refrigeration | Skilled Trades Ontario |
| ECRA/ESA Licence | Electrical wiring for HVAC | ESA Contractor Locator |
Step 2: Confirm Insurance Coverage
Before any work begins, ask your contractor for proof of two types of coverage:
Commercial General Liability Insurance
The industry standard is a minimum of $2 million in commercial general liability insurance. This protects you if the contractor damages your home during the installation or if someone is injured on your property. A reputable company will provide a certificate of insurance without hesitation.
WSIB Coverage
The Workplace Safety and Insurance Board (WSIB) provides coverage for workplace injuries. Contractors can provide a WSIB clearance certificate showing they are registered and in good standing.[6] While WSIB requirements technically apply to business principals rather than individual homeowners, requesting proof of WSIB coverage is a good practice that signals you are working with a professional operation.
Step 3: Get Detailed Written Quotes
Getting two to three quotes is standard practice in Ontario. This gives you enough data points to identify outliers in either direction without unnecessarily delaying your project.
What a Complete Quote Should Include
| Quote Item | What to Look For |
|---|---|
| Equipment | Make, model, efficiency rating (AFUE, SEER2, HSPF2), and equipment cost as a separate line item |
| Labour | Installation labour itemized separately from equipment cost |
| Permits | TSSA gas inspection, ESA electrical permit, municipal building permit fees listed separately |
| Removal | Old equipment removal and disposal included or priced separately |
| Warranty | Manufacturer warranty duration and installer labour warranty with terms |
| Timeline | Estimated start date, completion date, and any scheduling dependencies |
| Payment | Deposit amount, payment schedule, and accepted methods |
Comparing Quotes
When comparing quotes, look beyond the total price. A lower quote might exclude permit fees, ductwork modifications, or a labour warranty that the higher quotes include. Line up the scope of work side by side before drawing conclusions.
Be cautious of quotes that are significantly lower than the others. A price difference of 10-15% between contractors is normal; a 40% gap usually means something is missing from the scope, or the contractor is cutting corners on permits, insurance, or equipment quality.
Step 4: Check References and Reviews
Online reviews give you a general picture, but they are most useful when you look for patterns rather than individual comments.
- Google Reviews: The largest review platform. Pay attention to how the company responds to negative reviews.
- HomeStars: Canada-specific contractor review platform. Check the number of verified reviews, not just the rating.
- Better Business Bureau: Useful for checking complaint history and how complaints were resolved.
- Direct references: Ask the contractor for two or three references from recent local installations similar to yours. A quality contractor will be happy to provide them.
Step 5: Review the Contract Before Signing
Ontario law requires written contracts for home service agreements.[8] Before signing, confirm the contract includes everything from the quote plus:
- The company's legal name and contact information
- Cancellation terms and your 10-day cooling-off rights
- A payment schedule (avoid paying 100% upfront)
- Start and estimated completion dates
- What happens if the project timeline is not met
A standard payment structure in Ontario is 10-25% deposit at signing, with the balance due upon satisfactory completion and inspection. Be wary of contractors requesting full payment before the work begins.
Step 6: Confirm Permits and Inspections
Your contractor should handle all permit applications and inspection scheduling. Verify this is included in your contract:
- TSSA gas inspection: Required for all gas appliance installations. The contractor arranges this.[2]
- ESA electrical permit: Required for AC and heat pump wiring. Only an LEC can pull this permit.[5]
- Municipal permit: Most Ontario municipalities require a mechanical or building permit. Fees typically range from $200 to $500.
After the work is complete, you should receive copies of all permit approvals and inspection certificates. Keep these with your home records; you may need them for insurance claims or a future home sale.
Using Industry Resources
Two industry resources can help you find qualified contractors:
- HRAI Contractor Locator: The Heating, Refrigeration and Air Conditioning Institute of Canada maintains a searchable directory of member contractors.[7] Members agree to a code of ethics and have access to ongoing training. Membership is voluntary, so a quality contractor may not appear here, but listing is a positive signal.
- TSSA Fuels Contractor Registry: The definitive source for confirming that a company is authorized to perform gas work in Ontario.[1] This is not optional; it is a legal requirement.
Frequently Asked Questions
How do I check if an HVAC contractor is licensed in Ontario?
For gas work, search the TSSA Fuels Contractor Registry at tssa.org by company name or city. For air conditioning and refrigeration, confirm the technician holds a 313A certificate through Skilled Trades Ontario. For electrical work, verify the contractor has an ECRA/ESA licence at esasafe.com. A legitimate contractor will have no issue providing their registration numbers upfront.
What certifications should an Ontario HVAC contractor have?
At minimum: TSSA registration for any gas work (with G2 or G3 certified gas fitters on staff), a 313A Refrigeration and Air Conditioning Systems Mechanic certificate for AC and heat pump work, and access to a Licensed Electrical Contractor for wiring. HRAI membership is a positive additional signal but is not legally required.
How many HVAC quotes should I get?
Getting two to three quotes is standard practice in Ontario. This gives you a reasonable basis for comparing pricing, scope, and equipment recommendations. More than three quotes rarely adds useful information and can delay your project. Focus on comparing the scope of work, not just the bottom-line price.
Should I choose the cheapest HVAC quote?
Not necessarily. The cheapest quote may exclude items that other quotes include, such as permits, ductwork modifications, or a labour warranty. Compare what is included in each quote before comparing prices. A quote that is significantly lower than others may be missing scope or cutting corners on permits and inspections.
What warranty should I expect from an HVAC installation in Ontario?
Most major HVAC manufacturers offer 5 to 10 year parts warranties when equipment is registered within 90 days of installation. The installer should also provide a separate labour warranty, typically 1 to 5 years, covering their workmanship. Get both warranty terms in writing before the work begins.
Do I need a permit for HVAC work in Ontario?
Almost always. Gas appliance installations require a TSSA inspection. Electrical work for AC units and heat pumps requires an ESA permit. Most municipalities also require a mechanical or building permit. Your contractor should handle all permit applications and include the fees in their quote.
- TSSA Fuels Contractor Registry
- TSSA Contractor Registration and Certification
- Skilled Trades Ontario Trades Information
- Electrical Safety Authority Hiring a Contractor
- Electrical Safety Authority Permits
- WSIB Clearance Certificates
- HRAI Contractor Division
- Government of Ontario Door-to-Door Sales and Home Service Contracts