AI tools are giving customers new ways to research HVAC problems, but the information they receive can be incomplete or misleading. In this HVAC School Tech Tip, Roman Baugh and Bryan Orr explore how contractors can handle situations where customers use AI-generated answers to challenge professional diagnoses or blame technicians for equipment problems.

The article illustrates how missing information can lead a customer to mistake a possible cause for a confirmed diagnosis. Even when testing shows a system is operating normally, a customer who trusts an AI chatbot’s explanation may continue to dispute the findings, potentially escalating the issue with the contractor or equipment manufacturer.

For HVAC professionals, the key is to focus on the customer’s concerns rather than arguing about AI. Listening carefully, asking questions, explaining test results, acknowledging legitimate mistakes, and setting clear expectations can help build trust and prevent disputes. The article also emphasizes knowing when a disagreement has reached a point where continuing the conversation may cost more than resolving it. Click here to read more.

One of the clearest messages from our September 17 Unlicensed Contractor Activity Panel was simple:

The more detailed and well-documented the complaint, the more helpful it can be to the agencies responsible for investigating it.

Law enforcement and regulatory agencies need information they can act on. While a suspicion or general concern may be enough to start asking questions, providing specific details, photographs, documentation, and other evidence can help investigators better understand what may be occurring and determine the appropriate next steps.

What Should You Document?

If you encounter a situation where you believe unlicensed contracting activity may be taking place, consider documenting as much of the following as you can lawfully and safely obtain:

• The address or exact location where the work is taking place
• Date and approximate time you observed the activity
• Name of the individual or company performing the work, if known
• Company names, logos, phone numbers, or other information displayed on vehicles, trailers, clothing, signs, or paperwork
• Vehicle descriptions and license plate numbers, when visible
• A description of the type of work being performed
• Names and contact information for witnesses who may have relevant information
• Copies of advertisements, business cards, estimates, invoices, contracts, proposals, text messages, emails, or social-media posts related to the work
• Photographs or videos of the work or activity when they can be taken legally
• Any statements made about licensing, permitting, pricing, or the scope of the work
• Permit information, if known

The goal is not to conduct your own investigation. It is to provide the investigating agency with clear, factual information that helps establish who was involved, what work was being performed, where and when it occurred, and what evidence may be available.

Photos and Videos Can Be Valuable

Panelists specifically discussed the value of photographs and video.

If you are already lawfully present at the property or jobsite, such as when you have been called there to inspect, evaluate, repair, or perform work, documenting conditions you are permitted to observe may provide valuable evidence.

This can include photographs or video of work that has already been performed, equipment or materials being installed, visible code or workmanship concerns, or other conditions relevant to the suspected activity.

However, contractors should not enter property without permission, trespass, or attempt to gain access solely for the purpose of collecting evidence.

Law enforcement may have legal requirements—including obtaining a search warrant in appropriate circumstances—before entering private areas to gather additional evidence. That is one reason information collected by people who are already legitimately on site can be particularly useful.

Stick to the Facts

Another important consideration is to distinguish between what you personally observed and what you were told by someone else.

For example, instead of reporting:

“They are definitely an unlicensed contractor.”

It is more useful to provide facts such as:

“I observed this individual installing plumbing equipment at the property on September 10. The homeowner provided me with an invoice from the individual, and I was unable to locate a contractor license under the company name shown on the invoice.”

Allow the investigating agency to determine whether a violation occurred.

Don't Put Yourself in the Middle

You do not need to confront the suspected contractor or advise them that you intend to report the activity.

Your role is simply to document what you can safely and legally document and provide that information to the appropriate agency.

A detailed complaint can give investigators a much better starting point than a report that simply says, “I think someone is doing unlicensed work at this address.”

Good Information Helps Build Better Cases

Licensed contractors are often in a unique position to recognize work that may raise concerns. You understand the trade, know what requires licensing and permitting, and may be called to properties after problematic work has already taken place.

When reporting suspected unlicensed activity, specific facts, documentation, photographs, records, and firsthand observations can make a significant difference.

This is another important takeaway from our September 17 discussion and another way licensed contractors can help support responsible enforcement and protect the integrity of our industries.

Coming next: We’ll continue sharing additional information and resources arising from our Unlicensed Contractor Activity Panel in upcoming newsletters.

Report Unlicensed Contractor Activity

The MACCA community is saddened by the tragic loss of Ismael "Izzy" Samano, a dedicated HVAC technician, loving husband, and devoted father of four. Ismael passed away unexpectedly following an accident while on his way to work, leaving behind his wife, Maria Samano, and their children. He was employed by Climatic Conditioning, a founding MACCA member company, and was widely known for his strong work ethic, kindness, and commitment to providing for his family.

A GoFundMe fundraiser has been established to assist Maria and her children with funeral expenses, household costs, and ongoing family needs during this difficult time.

We encourage those who are able to consider making a donation or sharing the fundraiser with others. Every contribution, no matter the size, will help provide support and stability for the family as they navigate this unimaginable loss.

Donate Here:

Fundraiser for Maria Samano by Enrique Rocha : Help Support Maria and Her Children After the Loss of Ismael

Dear Licensee:

The Florida Department of Business and Professional Regulation (DBPR) has received reports of phishing emails using DBPR’s name, logo and branding to appear legitimate.

These emails may claim that licensing documents are ready for review, that documentation is missing or that documents require a signature. Reported subject lines include:

• “DBPR License Notification”
• “Re: [Action Required] Licensing Notice - Missing Documentation Needed”

One version includes a “View Document” link. Reported sender addresses include dbpr@souldrama.asia and dbprlicadmin@myflorida.perudominios.com. Other versions may display a seemingly legitimate DBPR email address.

If you receive one of these emails:

• Do not click links, open attachments, reply or provide personal, financial or login information.
• Mark the message as phishing or spam and delete it.
• Verify licensing information by typing MyFloridaLicense.com directly into your browser or calling DBPR at 850-487-1395.

If you entered a password through a suspicious link, change it immediately through the legitimate website and update any accounts where you use the same password. If you provided financial information, contact your financial institution.

A familiar logo or displayed sender name does not guarantee an email is legitimate. Verify unexpected requests through DBPR’s official website.

Thank you,
Florida Department of Business and Professional Regulation

Rising transportation, logistics and distribution costs are beginning to affect HVAC equipment orders. A recent supplier announcement outlines a new 1.5% transportation surcharge on U.S. orders placed on or after October 19, 2026.

Contractors may want to account for potential added costs when preparing estimates, pricing projects and planning upcoming equipment orders. Check with your suppliers and account representatives for details on any surcharges that may apply to your purchases.

Thank you to everyone who has taken the time to share feedback with Sarasota County regarding the proposed change to the blower door testing inspection process. Your input is appreciated and helps ensure MACCA members’ perspectives are represented.

Sarasota County is considering requiring blower door test results to be available at the mechanical final inspection, allowing mechanical inspectors to review both the ventilation system installation and blower door performance during the same inspection. This change would also align Sarasota County’s procedures with those already used in Manatee and Charlotte counties.

Feedback is still welcome! If you have not yet shared your thoughts, or would like to provide additional comments, please email Tom Ryan, CBO, Inspection Services Manager for Sarasota County Planning and Development Services, at tryan@scgov.net.

Thank you again to everyone who has contributed to this discussion.

Artificial intelligence is making its way deeper into building and HVAC controls, and the next step may be systems that can continuously adapt to changing conditions.

A recent look at environmental control technology compares traditional deep-learning models, which rely on historical data and fixed control strategies, with continual learning systems that adjust their operation using real-time sensor feedback. These adaptive systems could respond to changes in occupancy, weather, equipment performance and other conditions as they happen.

The article also explores the potential for hybrid systems that combine the stability of pre-trained AI with adaptive controls, offering a glimpse at how smarter, more responsive HVAC systems could develop in the years ahead.
Click here to read more.

As refrigerant regulations continue to evolve, contractors and store operators are weighing equipment options that can meet both current and future requirements. One option gaining attention is CO₂ (R-744) refrigeration, particularly for walk-in coolers and other small-format applications.

CO₂ has been used as a refrigerant for more than a century, but advances in materials, electronic controls and system design have made modern CO₂ equipment more practical. As adoption grows, component availability is improving and costs are beginning to come down.

The technology still comes with considerations, including higher operating pressures, different charging and handling procedures, and performance challenges in high ambient temperatures. However, manufacturers are increasingly developing CO₂ systems specifically for smaller applications, making the technology one to watch as the industry navigates the next generation of refrigerant options. Click here to read more. 

Sarasota County has reached out to MACCA for our members feedback and assistance. They are evaluating a change to our inspection process related to blower door testing and which discipline is responsible for reviewing those results.

At present, structural building inspectors verify the blower door test during the building final inspection. However, mechanical inspectors are the ones responsible for ensuring that mechanical ventilation systems are properly installed and functioning when required.

To improve alignment between these responsibilities, we are considering requiring blower door test results to be available at the time of the mechanical final inspection. This would allow mechanical inspectors to confirm both the ventilation system installation and the blower door performance at the same time.

This adjustment would also bring Sarasota County’s procedures in line with those already used in Manatee and Charlotte counties.

We welcome any feedback—positive or negative—regarding this potential change.

Please email your feedback to Tom Ryan, CBO at email: tryan@scgov.net
Inspection Services Manager for the Sarasota County Planning and Development Services

Thank you for your input!

A recent Washington Supreme Court ruling has renewed attention on energy choice and the policies that can affect which heating and cooling technologies contractors are able to offer. The decision involved Washington's Initiative 2066, which sought to protect access to natural gas for homes and businesses.

The ruling has also brought renewed attention to the federal Energy Choice Act (H.R. 3699/S. 1945), which would address state and local restrictions based on the type or source of energy used. Click here to read more.