Top HVAC Recruiting Strategies: 9 Best Practices in 2025

How Does HVAC Recruiting Work?

Finding the right hire begins with getting each stage of the HVAC recruitment process right—from the creation of the job description to presenting the final offer.

Here’s a breakdown of the various steps and how to get each one right:

1. Define job role

Every successful HVAC recruiting process begins with a clear job description that attracts the right candidates and sets the right expectations. 

To clearly define the job role, recruiters list the details related to the role they wish to hire for. These include:

• The job title (e.g., HVAC technician, installer, project manager).

• Required licenses and certifications (such as EPA certification or NATE credentials).

• Level of experience. 

• Specialized skills (e.g., working with rooftop units or residential systems). 

Recruiters and hiring managers use this information to create a detailed job description.

2. Job posting and promotion

Once you outline your hiring needs and create the job description, promote the role across various platforms. This includes:

• HVAC-specific job boards like HVAC Jobs Center, and HVAC Job Board.

• General job listing platforms like Indeed and ZipRecruiter.

• Social media channels HVAC professionals use, such as LinkedIn and Facebook groups dedicated to tradespeople.

• Trade schools.

• Local business bureaus and trade unions.

Each job post should include details like required experience, compensation, benefits, schedule expectations, and how interested individuals can apply for the position.

3. Active candidate sourcing and outreach

While job postings can attract applicants, HVAC recruiters also need to engage in proactive candidate sourcing. 

This is especially important in a competitive field like HVAC, where skilled tradespeople are in high demand. It provides an opportunity to meet both active and passive job seekers, including those not actively looking but open to the right opportunity.

Recruiters typically begin their candidate outreach process by searching resume databases, LinkedIn profiles, and past applicants stored in their applicant-tracking system. They may also attend HVAC trade shows, job fairs, or visit local vocational schools to connect with up-and-coming talent.

Once you’ve found the right fit, reach out to them via phone, email, or text.

4. Screening and pre-qualification

Before moving forward with a candidate, recruiters or hiring managers pre-screen candidates by reviewing their resumes, checking certifications, confirming their availability, and understanding preferences around location, pay, and work environment.

Recruiters may also conduct brief phone interviews to assess soft skills such as communication, punctuality, and attitude. 

During such phone calls, they’ll discuss candidates’ willingness to travel or preferred work schedules. This ensures that only the most relevant candidates make it to the interview stage, saving time and effort for both recruiter and candidates.

5. Interviews and skill assessment

If a recruitment agency is involved, the recruiter typically coordinates and schedules interviews with the employer. If the process is handled internally, the hiring manager takes on that responsibility directly. In either case, the candidate’s availability is confirmed before locking in the interview time.

These interviews could be done via phone calls, videos, or in-person, depending on the employer’s recruitment workflow. For technical roles, there might also be practical skill assessments and evaluations.

6. Reference and background checks

Most HVAC employers require verification of a candidate’s background before they send an official offer. 

Recruiters typically contact the candidate's former employers, check certifications, and conduct criminal background checks. For driver positions, recruiters go further to run a motor vehicle record check.

Additionally, some employers also request drug screenings or health clearances, especially for roles that involve hazardous environments or sensitive locations. This step is vital as it protects employers from liability.

7. Offer management and negotiation

Once a candidate passes all checks and is selected for the role, the recruiter presents the offer to the candidate, explains the details (salary, benefits, start date), and manages any negotiation around pay, PTO, or relocation support.

Because recruiters act as neutral middlemen, they help both parties (employers and candidates) to avoid uncomfortable conversations and reach mutually agreeable terms.

8. Onboarding and follow-up

After the offer is accepted, recruiters move on with the onboarding process. This might include collecting paperwork, sharing onboarding schedules, or confirming the first day of work. 

Reputable HVAC recruiters check in with both the employer and the candidate after the first week, and again after the first month, to ensure satisfaction. If there are any issues, the recruiter may offer replacement options or coaching.

What Roles Are Most in Demand in HVAC Recruiting?

HVAC teams aren't just made up of technicians. There are other key roles that are essential to keep operations running smoothly. And as the demand for HVAC service continues to rise, certain positions have become even more crucial— not just for daily operations, but for supporting long-term growth.

These key roles include:

• HVAC technician: They’re the front-line workers who ensure HVAC systems operate efficiently in residential, commercial, and industrial environments. They install, maintain, and repair heating, ventilation, and air conditioning systems.

• HVAC installer: HVAC installers set up new HVAC systems, including ductwork, wiring, and equipment calibration. Their work is critical in new construction and system replacement projects.

• HVAC project manager: HVAC project managers oversee installations, retrofits, and service projects. They manage teams, schedules, budgets, and communication between stakeholders to ensure projects are completed on time and within budget.

• HVAC engineer: HVAC engineers design and develop HVAC systems for commercial use. They work with architects, contractors, and developers on new builds and complex renovations.

• HVAC service dispatcher: Dispatchers coordinate technician schedules, job assignments, and customer communications. They ensure the right tech is sent to the right job at the right time.

• HVAC sales representative (comfort advisor): Sales reps communicate with customers, assess their needs, and recommend system upgrades or replacements. They are responsible for closing sales and boosting revenue.

• HVAC maintenance technician: Maintenance technicians perform routine inspections and service HVAC systems. They catch issues early to extend equipment life.

What Are the Best Strategies for Recruiting HVAC Professionals?

HVAC recruitment is not just about posting a job and waiting for applications to roll in, especially in an industry where skilled talent is in high demand and short supply. You need strategies that will help you find the best fit and attract top talent.

Below are some effective ways to find the right talent for your HVAC team.

1. Offer competitive compensation and benefits packages

One of the most straightforward but often overlooked strategies in HVAC recruiting is offering competitive pay and comprehensive benefits. 

It's no longer enough to offer ‘decent’ wages. Skilled HVAC professionals, especially those with certifications and field experience, are well aware of their value. 

Compensation now includes not just the hourly rate or salary, but also performance bonuses, insurance coverage, paid time off, retirement contributions, and even access to professional development.

This matters because today’s HVAC candidates are comparing multiple offers. 

If your compensation package doesn’t match industry standards—or if it’s unclear or inconsistent—you’ll likely lose strong candidates to competitors who offer better total value.

To get your compensation offer just right, research the going rates for various HVAC roles in your location. They can vary widely based on geography, union presence, and market demand. 

Once that baseline is established, create a benefits package that’s fair and competitive. It might include:

• Health and dental insurance

• Paid sick leave and vacation days

• Company vehicles or gas reimbursement

• Tool allowances or company-supplied gear

• Certification reimbursements (e.g., EPA, NATE)

• 401(k) matching or profit-sharing

Promote these benefits openly. Job listings should clearly highlight pay ranges and perks, and recruiters should be trained to emphasize the full compensation package, not just the hourly rate.

2. Improve your company culture

Company culture refers to the shared values that characterize a company. And when the culture is excellent, it simplifies your technicians’ day-to-day experience, attracts new hires, and keeps your current workers happy.

“As far as culture, I still see people who expect their employees to run on-call, work weekends, work around the clock, who burn them out in the summertime,” says Keith Mercurio, senior director of executive success at ServiceTitan and CEO of his company, Ethical Influence Global. “They’re competing for labor against other companies while offering a quality of life that few would want to live. And pretending it’s a shortage issue.”

One often neglected aspect of improving company culture is employing the right software tools to take over busywork that could easily be automated. HVAC companies willing to invest in tools that help maximize efficiency and reduce work-related stress show they have their employees’ best interests in mind. 

By using HVAC service software, like ServiceTitan, you show potential hires that you run your business in an efficient and modern way. This maximizes the use of every HVAC tech’s skills and allows them to focus on profitable work. Techs who know they’ll need to come up with their own estimates on-the-fly, deal with notifying customers of service delays, and who can’t check availability of parts in real-time, for example, may turn down your job offer.

ServiceTitan gives you, your techs, and office staff tools to:

• Identify top performers and anyone who needs additional training, along with other KPIs, with our Field Reporting software.

• Teach techs how to sell in the field with mobile tools to streamline a sales process that shows customers clear good-better-best options. Using ServiceTitan’s HVAC Proposal software, techs can create branded estimates and close deals in the field.

• Automate customer and dispatch notifications, so office staff and techs don’t need to deal with dozens of calls or send multiple emails.

• Dispatch for profit by sending the best heating, ventilation, and air conditioning technician to each job.

• Optimize your team's schedule with ServiceTitan's Service Scheduling software to prepare for complex installation or repair jobs. At-a-glance scheduling ensures the right techs are available for the right jobs, and it always knows when techs have scheduled down time.

• Manage timesheets, payroll, and commission-based pay.

Simply removing the many day-to-day frustrations and obstacles that HVAC technicians face when using outdated software can transform their job enjoyment (and translate to higher profit for everyone).

3. Create compelling HVAC job ads

What goes into a great HVAC recruiting job description and listing when you have a full-time or part-time job to offer? Less than you think. 

Ryan Kohler, CEO of ApplicantPro, says to keep job ads brief and to the point. Here’s an example of that included in a ServiceTitan job description template for an HVAC technician:

“The goal of a job ad is to convince a job seeker to apply for the job,” he says. “That is the goal. It's not a list of your demands.” 

Whether you post your ad for an HVAC installer, journeyman, or apprentice on Craigslist, LinkedIn, or another site, remember this—your HVAC job ad gives the first impression of your company and its culture.

Do you want to post a litany of requirements and come off as a demanding, unconcerned employer—or entice applicants to learn more about an excellent job opportunity so they can grow their HVAC career? 

Effective HVAC job ad tips include:

• Keep it as brief as possible.

• Limit applicant parameters to the minimum requirements. Basics for an entry-level service tech position include a valid driver’s license, high school diploma or GED, and completion of a training program or apprenticeship. Depending on the job type, you may require EPA certification or a certain level of experience.

• Highlight employee benefits, such as health insurance, life insurance, and paid time off, as well as incentives like a sign-on bonus, on-the-job training, mentoring, and other perks that set your company apart.

• Describe your company culture so potential employees see what it’s like to work at your company. You can also ask current employees to provide a testimonial.

• Use different media platforms and channels to spread the word.

Most job-hunting happens online, and many HVAC companies post ads on job boards like Glassdoor, Indeed, and ZipRecruiter. 

Localized word-of-mouth promotion tends to be more effective for hiring top HVAC techs. If your company uses social media, post a link to your job ad on Facebook, Twitter, or Instagram to alert your audience that you're hiring.

4. Take a strategic approach to filling HVAC vacancies

When should you hire an HVAC recruitment agency to fill your open positions? HVAC companies with new job postings, struggling with ineffective recruitment and hiring strategies, may want to consider help from expert HVAC recruiting firms.

“It's not just about getting warm bodies that can fog a mirror,” says Jody Underhill, owner of RapidHirePro, a marketing agency that works with home service providers to recruit and retain quality workers. “It's about really attracting A-players and top talent. They are out there, you just have to go and find them.”

RapidHirePro examines a company’s hiring strategy by determining which positions need to be filled, the experience and qualifications needed for each role, and the revenue loss per empty position. Then RHP asks about the company’s best sources for finding previous new hires.

Other HVAC recruitment agencies include:

• DAVRON

• Direct Recruiters Inc.

• Gary Richards Associates

• Schaper Associates

If you’re interested in recruiting HVAC technicians without using HVAC staffing agencies, you could learn from other HVAC pros or receive training from businesses like Core Matters, which teaches companies how to enhance the hiring process for skilled workers.

5. Incentivize employee referrals & reward performance

A competitive HVAC tech salary goes a long way when attracting new hires, but what other methods can you use to find the best future employees? Employee referrals.

“Employee referrals will always be your best resource for recruiting, hands down,” says Underhill.

Referrals typically provide quality job applicants, because trusted employees are helping you select applicants for an HVAC technician job, for example. If your current employees love where they work, you’ll attract potential applicants who want to work for your company.

“We teach our employees to always be recruiting for team members,” says Brad Pesek, CFO of McWilliams & Son in Texas.

His company pays employees up to $1,000 for referrals who get hired. On top of that, they get an annual $2,000 bonus for every anniversary of their referral’s hire date.

Additionally, it helps to consider using performance pay as an incentive to create top performers, and to attract new HVAC techs who are looking for a commission-based salary.

Manage Performance-based Pay with ServiceTitan

Use ServiceTitan's Contractor Payroll software to make quick work of tailored pay structures and bonuses. With ServiceTitan, HVAC contractors can integrate commission tracking and calculation into the rest of their business with a highly customizable and fully automated software system, instead of calculating bonuses and commissions separately.

Contractors can choose to configure commission calculations however they want. ServiceTitan can integrate commission tracking, making sure that HVAC contractors are accurately estimating jobs, for example. Overhead costs like materials, equipment, and purchase orders can be subtracted from the total price of a job before calculating commission, to avoid cutting into profit. 

In addition to commission and bonus features, ServiceTitan’s payroll software also automates time tracking for each and every one of your HVAC employees, including factors such as flexible overtime. 

6. Simplify HVAC tech applications

Whether your company seeks in-person applications or uses an online form, you want to adhere to one central principle: make it simple. The last thing you want to do is deter talent with an inconvenient or complicated process.

The first step to simplifying HVAC technician applications is making the process mobile-friendly. With more candidates using their smartphones to search and apply for jobs, your application experience needs to meet them where they are. That means:

• Ensuring your website loads quickly, looks clean, and is easy to navigate on any device.

• Keeping application forms short and simple. Only ask for the essentials upfront.

• Allowing candidates to upload documents from Google Drive, Dropbox, or even take a photo.

• Letting applicants express interest with just their name, phone number, and a few key details.

Kohler recommends keeping an online application process to three minutes or less. Don’t ask for too much information upfront—Social Security numbers and references can wait. If you use a questionnaire, keep it under five ‘yes-or-no’ questions.

7. Ask the right questions

Your HVAC techs perform essential work in your company, helping homeowners troubleshoot HVAC system problems and conducting preventative maintenance on HVAC equipment.

Ask the right HVAC tech interview questions to see how their qualifications line up with the work at your company, such as understanding the basics of heating and air conditioning systems. 

Besides knowledge, top techs exhibit traits such as reliability, teamwork, problem-solving, and good communication skills. Hire right, so you can build your team with employees who share your company’s core values.

8. Build community relationships

Build community relationships to encourage students to consider careers in the HVAC industry. Local schools are a good starting point for HVAC recruitment, says Ron Smith, an HVAC consultant and coaching pioneer who’s owned 24 HVAC companies throughout his career.

“Form a relationship with the leaders of your community’s high schools and vocational schools, and ask if you can speak to the students in group sessions,” says Smith, author of the best-selling book HVAC Spells Wealth. “After building relationships, these groups are more likely to keep you in mind when they graduate from school and are looking for jobs. Your education will help them understand the employment opportunities available in the HVAC industry and can assist in your recruiting efforts.”

Consider offering your own in-house schooling to prep techs for licensing tests, or provide ways for your techs to get the education and training needed to advance their HVAC careers. After all, when your team succeeds, so does your company.

9. Promote diversity and inclusion in your hiring practices

Another strategy is promoting diversity and inclusion in your hiring processes. 

While the HVAC industry has traditionally been male-dominated and homogenous, there is a growing recognition that the field benefits from a broader range of voices, perspectives, and experiences. 

Promoting diversity means intentionally creating opportunities for women, people of color, veterans, and younger workers to enter the industry. Inclusion ensures that once they’re hired, they feel respected, supported, and empowered to succeed.

To implement this strategy, examine your job postings and hiring materials. Language that unconsciously caters to one demographic—for example, using masculine-coded terms like ‘strong’ or ‘aggressive’—should be replaced with inclusive language that focuses on the actual skills and values needed for the role.

You can also:

• Partner with trade schools or organizations focused on women and minority groups in the skilled trades.

• Host outreach events or info sessions in underrepresented communities.

• Offer mentorship programs to help non-traditional candidates grow into leadership roles.

• Create a welcoming culture that values feedback, collaboration, and career development for all employees.

Where Can You Find Qualified HVAC Candidates?

Here are some channels you can use to source quality talent:

• Online Job Boards: Online job boards like Indeed, ZipRecruiter, and industry-specific platforms like HVAC Agent provide access to a large pool of active job seekers, including those specifically searching for HVAC roles. They also offer filters to help narrow down candidates by experience, certifications, and location.

• Trade Schools and Technical Colleges: Trade schools and technical colleges offer specialized HVAC training programs and certifications. Graduates from these institutions are trained in HVAC fundamentals and are often eager to gain hands-on experience. They're a valuable talent pool for entry-level roles or apprenticeships.

• Apprenticeship Programs: These programs allow individuals to earn while they learn by working under experienced HVAC professionals. Apprentices are typically dedicated to long-term careers in HVAC and are eager to learn. They also grow into loyal, full-time team members.

• Employee Referrals: Your current team already understands what success in the role looks like and can vouch for quality candidates. Create a structured referral program with clear guidelines and offer a referral bonus or reward to encourage participation.

• Social Media Groups and Forums: There are active communities on Facebook, LinkedIn, and Reddit (like r/HVAC) where HVAC technicians share insights, job opportunities, and technical questions. These platforms are filled with experienced techs who may not be actively searching but are open to better opportunities. An example is the ServiceTitan Masterminds Group.

• Manufacturer training programs: Many HVAC equipment manufacturers run training and certification programs on how to install and maintain their products. Graduates from these programs are already familiar with specific systems and tools, which can reduce the onboarding time.

• Military transition programs: Programs like SkillBridge or Hire Heroes USA help veterans transition into civilian careers, including skilled trades like HVAC.

• Community colleges or adult learning centers: These institutions offer night classes or HVAC certification programs for adult learners or career changers.

How Long Does the HVAC Hiring Process Take? 

The HVAC hiring process takes two to six weeks, depending on the role and the urgency of the need. 

Entry-level positions like junior technicians may be filled more quickly, while specialized roles such as HVAC engineers or project managers often take longer due to required certifications, experience, and background checks.

Other factors which influence the time-to-hire include:

• Clarity of the job description

• Availability of qualified candidates

• How competitive the compensation package is

• How streamlined the interview and onboarding process is

How Can Employers Retain Top HVAC Talent?

Considering the competitive nature of the HVAC labor market, constantly repeating the hiring cycle to fill open roles is exhausting and expensive. 

A smarter approach? Focus on retaining the skilled technicians you already have.

Here are some effective strategies that can help you keep your employees loyal to your company: 

1. Provide opportunities for professional development

One of the most effective ways to retain skilled HVAC technicians is by actively supporting their professional growth. When employees see you’re invested in their development, they’re more likely to stay loyal and engaged.

Start by offering access to certifications, training programs, workshops, and continuing education. This not only helps them sharpen their skills but also opens the door to career advancement.

To make development a true part of your culture:

• Partner with trade schools or certification programs: Sponsor relevant courses and make enrollment easy.

• Provide paid time off for training: Show that learning is a priority, not just an after-hours burden.

• Create clear internal career paths: Define what it takes to move from technician to lead tech, supervisor, or even project manager.

2. Foster a positive workplace culture

HVAC work is already physically demanding and mentally taxing. When you add a negative or toxic workplace culture on top of that, it can quickly lead to burnout, pushing good employees to leave, even if the pay is competitive.

Conversely, a work culture that values respect, teamwork, and open communication improves employee morale and retention. 

The key way to foster a positive work culture is to maintain open communication. Employees should feel confident to share issues without fear of reprimand or punishment.

Additionally, regularly recognize and reward achievements. A simple thank you goes a long way.

3. Offer clear advancement opportunities

Create transparent pathways for employees to move up in the organization based on experience, performance, and certifications. That way, they’ll be more likely to stay, since their career is guaranteed to grow alongside the company.

Use performance reviews to set goals, reward high performers with promotions, and clearly communicate what’s required to move into leadership roles or higher-paying positions.

4. Offer competitive compensation and benefits

If compensation doesn’t meet industry standards, even your best technicians will be drawn to better-paying opportunities.

So, pay a competitive wage with benefits such as health insurance, retirement plans, and paid time off. Also, regularly review your wage rate to keep up with other companies in your area.

5. Encourage work-life balance

Work-life balance helps to reduce fatigue and mental stress, helping employees to perform better at their jobs. It also prevents burnout, especially during peak seasons. 

Start by ensuring flexible schedules, limiting excessive overtime, and allowing your workers time off when needed. Offer optional weekend shifts rather than mandatory ones.

You could also use software to optimize schedules and avoid over-allocating jobs to technicians.

Over to You!

We've seen the best strategies for finding, hiring, and retaining talent. Now, it's your turn to practice all that we've discussed. These strategies and solutions can help you build your dream team and stay ahead of the competition. 

You can start off by subscribing to the ServiceTitan solution to improve your employee management process, from hiring to team management. 

Want to see ServiceTitan in action? Schedule a call with us to learn more about how our software can help you grow your business and attract the best candidates to your vacancies along the way.

ServiceTitan is a comprehensive software solution that's designed to help HVAC businesses improve operations, manage employees, labor, materials, inventory, and vendors, and increase revenue. Our software is trusted by thousands of contractors across the country.