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Rental Property
Service Authorization

Keeping tenants comfortable is a team effort. We work with landlords and property managers to diagnose HVAC issues, communicate clearly, and get repairs completed as efficiently as possible.

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To make the process smoother for everyone involved, we’ve created this quick service request form. It helps us collect the right contact information, confirm access details, and make sure repair approvals are handled in a timely manner.

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A few minutes here can save a lot of back-and-forth later, and help us provide a better experience for both you and your tenants.

Effective August 1, 2026: This form is required for all property management companies and landlords prior to any work being completed at rental properties.

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All bookings must be discussed via phone before an appointment can be confirmed. Please do not complete this form until you have called or texted (901) 598-1471 to coordinate scheduling.

Form FAQs

Service Address

Property Manager / Owner Contact

Access Information

All portions of the HVAC system must be accessible at the scheduled appointment time, including thermostats, furnaces, condenser units, and attic access points (if applicable).


Scheduling should be coordinated through the landlord or property manager.

Will a tenant (18+) be present at time of service?
Yes
No
Vacant rental - lockbox / code will be provided before appointment
Has the tenant been informed that we are coming to work on their HVAC system?
Yes
No
Not Applicable / Vacant

Customers are responsible for ensuring access to all HVAC equipment, including thermostats, furnaces, condenser units, and attic access points when applicable.


Outdoor units (i.e. AC condensers, heat pumps, package units) must be reasonably accessible at the time of service. If overgrowth, vines, shrubs, or other obstacles must be removed in order to access the system, additional charges may apply. Charges will vary based on the time required for removal and whether hazardous plants, such as poison ivy or poison oak, are present.


If a unit is enclosed by a cage or barrier that cannot be safely or reasonably removed, we will make every effort to service the system within those limitations. However, restricted access may prevent certain services, such as condenser coil cleanings, from being completed as thoroughly.


If we cannot access the system at the time of service, an $80 trip charge may apply to cover time and fuel expenses, even if no diagnostic or repair work can be completed.

Pre-Approval Authorization

To avoid delays and multiple visits, we require pre-approval prior to beginning work at rental properties. This helps us respect your time, your tenant’s time, and the schedules of other customers we’re serving that day.


Every service visit includes an $80 diagnostic fee/trip charge, in addition to any repair costs. This covers the time and expertise required to inspect the system, identify the cause of the issue, and provide repair recommendations.


We have fixed pricing listed publicly for our most common repairs at chillaxhvac247.com/pricing. To keep things fair for all of our customers, these prices are firm.


By completing this form, you authorize Chillax Heating & Air Conditioning to diagnose and perform repairs up to the pre-approved amount listed below without additional approval. This amount includes the diagnostic fee/trip charge in addition to any repair costs.


If additional approval is required for repairs exceeding the pre-approved amount, we will make every effort to contact the property owner or manager before moving forward. To keep our schedule running efficiently for all customers, if a response is not received within 15 minutes, we may need to secure the system, pack up our tools, and proceed to the next scheduled appointment.


Payment is due within 48 hours of job completion unless otherwise agreed upon in advance. Invoices not paid within this timeframe may be subject to a $35 late fee, plus an additional $20 per week until the balance is paid.


Please request any billing documentation required by your company (such as W-9 forms or certificates of insurance) prior to scheduling service. While we are happy to provide these items, we may not be able to send them immediately while working in the field. Delays in requesting required documentation do not extend payment terms, and invoices remain due within the stated timeframe.

Service Expectations

To provide the best possible experience for everyone involved, Chillax Heating & Air Conditioning and the customer agree to the following:

Chillax will:

  • Notify the listed point of contact of any scheduling changes.

  • Notify the listed point of contact when we are on our way, including an estimated time of arrival.

  • Perform a thorough diagnostic of the HVAC system.

  • Provide a clear explanation of our findings and recommended repairs.

  • Contact the listed point of contact for approval before completing repairs exceeding the pre-approved amount.

  • Provide a 90-day labor guarantee on completed repair work.

  • Send an emailed QuickBooks invoice that can be paid by credit card, ACH, PayPal, or Venmo.

  • Include a link to job photos in the body of the emailed invoice.

Customer will:

  • Communicate with Chillax and any tenants (if applicable) to ensure a tenant over the age of 18 is present during service, or provide alternate access instructions in advance for vacant properties.

  • Make a reasonable effort to respond promptly if approval or additional information is needed while we are on site.

  • Provide accurate information regarding the reported issue, property access, equipment location, and any relevant known system history.

  • Respect agreed-upon pricing and pre-approvals. To ensure fair and consistent pricing for all customers, repair pricing cannot be renegotiated after work has been authorized and started.

  • Submit payment within 48 hours of job completion unless other payment terms have been agreed upon prior to the appointment.

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