How to Recruit HVAC Technicians 

Since 2009, we have been fortunate enough to work with thousands of HVAC companies across the country. During this time, we have witnessed a shift in the competitive landscape when it comes to recruiting quality HVAC technicians. The reality is that the demand for knowledgeable technicians is growing at an exponential rate while the labor pool of technicians is declining. 

This is attributed to an aging workforce where the average HVAC technician is over 50 years old, coupled with lower graduation rates from trade schools. The Bureau of Labor Statistics estimates that the HVAC industry will need to fill more than 40,000 new technician roles every year just to keep up with demand. Unfortunately, the number of students entering trade schools hasn’t kept pace, which has left many HVAC companies scrambling to hire and retain top talent. 

These market trends have forced HVAC companies to rethink their recruitment strategies to ensure they can hire as many qualified technicians as possible. Implementing the following solutions will improve the quality of candidates in consideration, increase the volume of candidates, reduce candidate drop-off, and increase offer acceptance rates. 

Craft a Competitive Job Description 

Most companies nail the scope and duties of the role but fail to convey what’s in it for the candidate.  

When crafting a job description, be sure to highlight the benefits, culture, and career path that set your company apart. 

If your business is poised for growth, tell candidates how they could fit into that growth plan and advance their career. Think critically about your company and talk to employees about what they enjoy most. Many answers will surprise you and become selling points: 

• Strong mentorship programs 
• Ongoing education and paid training certifications 
• Vehicle or cell phone reimbursement 
• Overtime opportunities or flexible scheduling 
• Company events like holiday parties, fishing trips, or golf outings 
• Charitable involvement and community programs 
• Recognition like “Tech of the Month” awards 

Pro Tip: Candidates often skim postings quickly. Make sure your job description is easy to read, avoids heavy jargon, and leads with pay range and benefits. The best job descriptions not only describe the work but also sell the opportunity. 

Lock in Your Interview Process 

Setting clear interview expectations is vital to reduce candidate drop-off. Many companies know what they’re looking for, but they don’t establish a clear roadmap for the candidate journey. 

Before scheduling interviews: 

1. Review the must-have requirements. 
2. Meet with stakeholders who will have input. 
3. Decide how many steps are necessary to properly qualify a technician. 

Once you’ve mapped the process, clearly communicate it to each candidate. A drawn-out or unorganized process is one of the top reasons candidates disengage. 

Best Practice: Limit interviews to no more than three. If you need more steps, consolidate where possible. For example, you might replace a second in-person interview with a phone call to save time. 

Also, consider using working interviews where the candidate shadows a technician or performs a small diagnostic task. This gives both sides a clearer picture of skills and culture fit. 

Establish Qualifying Questions 

Once the criteria for your HVAC Technician role are set, it’s important to establish consistent questions for each stage of the process. This prevents redundancy, keeps interviews focused, and ensures fair evaluation. 

Sample questions include: 

• Do they have the proper certifications? 
• Why are they looking for a new career opportunity? 
• What does their ideal opportunity look like? 
• Do they have a clean driving record? 
• What are their top three accomplishments in their career? 
• How do they approach diagnosing a broken unit? 
• Who is the best manager they’ve had, and why? 

Why this matters: If candidates are asked the same questions over and over, they may assume your team isn’t aligned, leading to negative impressions. Structured interviews not only improve efficiency but also present your company as professional and organized. 

Map Out the Candidate Journey 

Recruitment doesn’t begin and end with the interview. From the first touchpoint, candidates are evaluating your company. Ask yourself: 

• What will they find when they Google your business? 
• Do your website and social media reflect a strong employer brand? 
• What do Glassdoor and Indeed reviews say about you? 
• How does your office look when they walk in for the first interview? 
• Is someone greeting them and making them feel welcome? 

After interviews, don’t let silence push candidates away. HVAC technicians often interview with 3–5 companies, so assume your competitors are also courting them. 

To stand out: 

• Send a thank-you email with more company info. 
• Be crystal clear about next steps. 
• Honor your time commitments. If you promised an update Friday, give one—even if there’s no news. 
• Treat rejected candidates with respect. Word-of-mouth spreads quickly among technicians. 

Extra Step: Run a mock candidate experience. Have a friend or employee apply, interview, and provide feedback. They’ll likely catch things you’ve overlooked, from confusing job postings to an unwelcoming front desk experience. 

Job Posting Management 

With so many platforms available, choosing where to post jobs can feel overwhelming. The truth is most applicants won’t be qualified. 

In 2024, we received 10,623 applications across open roles. Only 2,937 (27.6%) qualified. For HVAC-specific roles, 6,850 applied and only 1,113 qualified (16.2%). This shows why hiring managers often feel frustrated with job boards. 

From our experience, Indeed and ZipRecruiter remain the best platforms for HVAC recruiting. They offer: 

• Large candidate databases 
• Paid boosts to reach more technicians 
• Screener questions to filter out unqualified candidates 

However, premium features can add up quickly, especially for smaller companies. To maximize ROI, combine postings with active outreach rather than relying solely on job boards. 

Pro Tip: Refresh your job posting every 2–3 weeks to push it back to the top of search results. Also, test different job titles, like “HVAC Service Technician” vs. “Residential HVAC Tech,” to see which attracts better applicants. 

Active Outreach 

This is the missing piece for most HVAC companies. About 90% of the time, we find businesses are relying entirely on inbound job postings. This creates two problems: unpredictable applicant flow and high numbers of unqualified candidates. 

A proactive outreach strategy changes the game. Candidate databases, such as those from Indeed, ZipRecruiter, and trade-specific platforms like FactoryFix.AI, allow you to search for and message technicians directly. 

• On Indeed, each message costs credits. If the candidate responds, you gain their contact info. If they don’t, the credit is lost. 
• Successful outreach requires speed. Skilled technicians are often off the market in under 10 days. 

Advanced Tactic: Segment your outreach. For example: 

• Younger technicians → highlight training and growth opportunities. 
• Senior technicians → emphasize stability, strong benefits, or leadership opportunities. 

Outreach is time-consuming but pays off with higher-quality hires. 

Referral Programs 

Some of the best hires we’ve seen come through referrals. Good people know good people. Creating a structured referral program gives you access to candidates your competitors may never reach. 

A popular model: 

• $1,000 bonus per technician hired. 
• $250 at hire, then $250 every 90 days until the full amount is paid. 

This structure encourages employees to only refer candidates who will stay long-term. 

Tip: Don’t limit referrals to current employees. Encourage customers, vendors, and industry partners to participate as well. Offering even a smaller bonus to non-employees can dramatically expand your candidate pool. 

Social Media Recruiting  

Social media has become a surprisingly effective tool for recruiting HVAC technicians. Platforms like Facebook, LinkedIn, and even TikTok have groups and communities where technicians network. 

Ideas include: 

• Posting job openings in local HVAC or trade school Facebook groups. 
• Sharing short videos of your technicians in action, highlighting your culture. 
• Running targeted ads on Facebook or Instagram to reach people with HVAC interests in your area. 

Technicians spend time on social media just like everyone else. Meeting them where they already are can set you apart. 

Apprenticeship and Trade School Partnerships  

One long-term strategy HVAC companies often overlook is building relationships with trade schools. Many students enter the workforce without knowing which company to join. By establishing a presence early, you can position your business as their first choice. 

Ways to engage: 

• Sponsor trade school events or competitions. 
• Offer scholarships or tool stipends. 
• Provide paid internships or apprenticeships. 
• Send technicians to guest lecture on real-world HVAC work. 

Apprenticeship programs not only create a pipeline of loyal technicians but also demonstrate to the market that your company invests in the future of the trade. 

Making the Offer 

Once you’ve identified the right candidate, a competitive and professional offer is critical. To improve acceptance rates, ensure the offer letter includes: 

1. Basic Information – Candidate’s name, address, and reporting manager. 
2. Job Details – Start date, location, schedule, and responsibilities. 
3. Compensation & Benefits – Hourly rate, pay frequency, bonuses, benefits, and perks. 
4. Employment Terms – Full-time/part-time, contingencies like background checks, etc. 
5. Call to Action – Clear deadline for signing. 

Delivering the Offer: Don’t just email the letter. Whenever possible, review it in person or over the phone. This gives you a chance to address objections. 

For example, maybe the candidate is hesitant about a smaller car allowance compared to their current job. If you never ask, they may walk away quietly. A conversation allows you to resolve concerns and strengthen the relationship. 

Final Thoughts 

Building a robust recruitment process can be time-intensive, but the payoff is substantial. By refining your job descriptions, tightening your interview process, creating candidate-friendly journeys, managing postings smartly, and investing in outreach, referrals, and school partnerships, your company will stand out as an employer of choice. 

Remember: talented HVAC technicians have options. The companies that win are the ones that treat candidates with professionalism, clarity, and respect every step of the way. 

At any time, you can contact us at [email protected]. We’re always willing to provide recommendations or build the process for you so you can focus on growing your HVAC business.