Renewing an HVAC License in Virginia: A Complete Guide

Keeping your HVAC license active in Virginia is more than just a good idea — it’s the law. If you're an HVAC technician or contractor, a current license from the Department of Professional and Occupational Regulation (DPOR) is essential. It authorizes you to perform HVAC work, helps you avoid penalties, and keeps you compliant with state regulations.

The rules and deadlines, while complex, don’t have to be intimidating. This guide simplifies the process of renewing an HVAC license in Virginia. It covers expiration dates, continuing education (CE) requirements, fees, and a step-by-step walkthrough to ensure a smooth, headache-free renewal.

When Does a Virginia HVAC License Expire?

According to state regulation 18VAC50-30-120, licenses for HVAC tradesmen expire three years from the last day of the month they were issued. For example, if your license was issued on January 15, 2023, it will expire on January 30, 2026.

You can find your specific expiration date on your physical DPOR-issued license card. A more convenient method is to use the DPOR’s online License Lookup tool. While DPOR typically sends a renewal notice by mail about a month before your license expires, it's risky to rely solely on this reminder.

If your contact information is outdated, you might miss the notice entirely.

Letting your license expire can lead to late fees, reinstatement charges, and the inability to work legally until it's reinstated. Proactively tracking your expiration date is the first step to avoiding these issues.

Virginia HVAC License Renewal Requirements

To maintain your license, you must satisfy two main requirements: completing your continuing education and submitting a renewal application with the appropriate fee.

Continuing Education (CE) Requirements

The DPOR board mandates that all HVAC tradesmen complete three hours of continuing education during each three-year renewal cycle. These hours must focus on topics relevant to the trade. This often includes updates to the Virginia Uniform Statewide Building Code, safety protocols, and new industry standards.

It is critical that you take your CE course from a provider approved by the DPOR. While providers are required to report your course completion to DPOR electronically, it is a smart practice to download and save your certificate of completion. This gives you a personal record in case of a reporting delay or an audit.

Renewal Application and Fees

You have a few options for submitting your renewal application:

Online: The fastest and most recommended method is through the DPOR’s Online Services portal.

Mail: You can return the paper renewal form that DPOR mails to you along with a check or money order for the fee.

Mail with Credit Card: If you receive the paper form but prefer to pay by card, you can use the mailed credit card payment form.

The standard renewal fee for a Virginia tradesman license, including HVAC, is currently $135. This fee is subject to change, so it's always wise to verify the current amount on the DPOR website before submitting your payment. Be aware that all fees paid to DPOR are non-refundable.

Step-by-Step: How to Renew Your Virginia HVAC License

Following these steps will make the process of renewing an HVAC license in Virginia straightforward.

Step 1: Check Your Expiration Date

First, confirm your license expiration date. Find your physical license card or use the DPOR License Lookup portal. Once you have the date, mark it on your calendar and set a reminder for 60-90 days before it expires. This gives you plenty of time to complete the renewal process without rushing.

Step 2: Complete Your 3-Hour CE Course

Next, enroll in and complete a DPOR-approved 3-hour HVAC continuing education course. It’s best to finish this well before your expiration date. Choosing an online, self-paced course allows you to fit the training into your schedule.

Once you finish, download your certificate of completion and keep it in a safe place.

Step 3: Submit Your Renewal Application Online

Log in to the DPOR Online Services portal. If you haven't used it before, you will need to create an account. Have your license number ready. This is also the perfect time to review and update your contact information, including your mailing address, email, and phone number, to ensure you receive future notices.

Step 4: Pay the Renewal Fee

After filling out the application, you will be prompted to pay the renewal fee. Submitting your payment through the secure online portal is the most efficient option. Paying on time ensures you avoid the higher costs associated with reinstatement.

Step 5: Confirm Your Renewal

Once DPOR processes your application and payment, your license will be renewed. Online renewals are often processed much faster than mailed ones. You can verify that your license status has been updated by checking the License Lookup portal again.

DPOR will either mail you a new license card or make a digital version available for download.

What Happens If Your Virginia HVAC License Expires?

If your license expires, you cannot legally perform any HVAC work in Virginia. This includes finishing jobs already in progress. Working with an expired license can lead to significant fines and disciplinary action from the DPOR.

DPOR provides a 30-day grace period after your license expires. If you complete your renewal within this window, you can reactivate your license without penalty, but you are still prohibited from working during that time.

If you miss the 30-day grace period, you will have to apply for reinstatement. This involves a higher fee than a standard renewal and requires you to meet all current CE requirements. If you wait too long to reinstate your license, you may be required to reapply for licensure from scratch, which could involve re-testing and submitting new documentation.

Tips for a Stress-Free Renewal

Finish Your CE Early: Don't wait until the last minute. Aim to complete your three-hour CE course at least 60 days before your license expires.
Keep Your Information Current: Log in to the DPOR portal annually to confirm your contact details are correct.
Save Your CE Certificate: Always keep a digital copy of your course completion certificate for your records.
Set Calendar Reminders: A simple reminder on your phone or calendar can prevent you from forgetting crucial deadlines.

Make Your HVAC License Renewal Easy with CTC

Renewing your HVAC license in Virginia doesn't need to be complicated. By understanding the three-year cycle, the three-hour CE requirement, and the renewal process, you can stay compliant with ease. The key is to be proactive: complete your education early, keep your contact information updated, and submit your renewal before the expiration date.

For a simple and reliable way to meet your CE requirements, Contractor Training Center offers a DPOR-approved Virginia HVAC continuing education course that is fully online and self-paced. You can complete it on your schedule, get your certificate instantly upon completion, and we handle reporting your hours to DPOR for you.

Stay compliant and keep your career on track. Check out our Virginia HVAC 3-Hour Continuing Education course and get started today.

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