Updated April 2026 — covers all 13+ HEAR-live states
A HEAR application denial is not the end of the road. Most denials are for fixable documentation issues — and all HEAR programs have some form of appeal or reconsideration process. This guide covers the most common denial reasons, how to fix them, and the state-by-state appeal process.
Before doing anything else, get the denial reason in writing. The denial notice you receive may be vague ("application did not meet program requirements"). You are entitled to a specific explanation — call the state program helpline and ask:
Write down the answers. A documentation issue (wrong year tax return, missing AHRI certificate) is almost always fixable. An eligibility issue (equipment didn't qualify, contractor not enrolled) is harder to appeal and may require accepting the denial.
| Denial Reason | Fixable? | Fix |
|---|---|---|
| Income documentation expired or wrong year | Easy fix | Resubmit with correct year's 1040 AGI or current pay stubs (most states require documents within 90-120 days). Contact program; this is the most common fixable denial. |
| Household size documentation mismatch | Easy fix | Submit documentation confirming household size — utility bill, school enrollment record, or signed attestation depending on state requirements. |
| Missing AHRI certificate | Easy fix | Look up the specific installed indoor/outdoor unit combination at AHRI.org. Print the certificate and resubmit. Ensure the certificate matches the exact model numbers on the invoice. |
| Invoice missing required itemization | Easy fix | Request corrected invoice from contractor with equipment cost and labor cost separated, model numbers included, installer's HEAR enrollment number noted. Resubmit. |
| Photos unclear or incomplete | Easy fix | Submit replacement photos: pre-installation (existing equipment), post-installation (new equipment installed), nameplate/serial number legible. For windows: NFRC label photo required before installation — if not taken, this may be unrecoverable. |
| Equipment efficiency below required threshold | Hard — may not be fixable | If the installed equipment doesn't meet ENERGY STAR or program-specific efficiency requirements, the work likely doesn't qualify. Verify the exact efficiency spec required and what the installed unit provides. If there's a mismatch, appeal may not succeed unless you can show the efficiency documentation was incorrect. |
| Contractor not HEAR-enrolled in state | Very hard to fix | Contact program immediately and ask about retroactive enrollment options. Very few states allow retroactive enrollment. If no path exists, the denial will likely stand. |
| Work completed before pre-approval (in required-pre-approval states) | Very hard to fix | If the state required pre-approval before installation and work was completed without it, appeal is unlikely to succeed. NY, MA, and some other states have strict pre-approval requirements. This is a structural ineligibility issue, not a documentation issue. |
| Income exceeds threshold | Depends on calculation | If the denial was due to income calculation error (wrong household size, incorrect AMI data), appeal with corrected calculation. If the income genuinely exceeds 150% AMI, HEAR is not available — see HOMES market-rate pathway and 25C options. |
| Measure not activated in state | Not fixable | Some HEAR measures (smart thermostat, dryer, stove) are not activated in all states. If the state hasn't activated the measure you're claiming, the denial stands. Check the state program's current measure list. |
| Application submitted after program funding exhausted | Not fixable | If the program has exhausted its funding (like CO Front Range in April 2026), new applications may be denied regardless of eligibility. Check the state funding status. |
| State | Appeal Window | Appeal Contact | Process Notes |
|---|---|---|---|
| Massachusetts | 30 days | Mass Save HEAR administrator (state-designated); contact via program portal | Documentation corrections handled informally by the assigned program coordinator; formal appeal in writing for eligibility disputes |
| New York | 45 days | NYSERDA HEAR program; appeal form in NYSERDA portal | NYSERDA has a formal appeal process with written decisions; include all supporting documentation with appeal submission |
| Maryland | 60 days | MEA (Maryland Energy Administration) HEAR program | Contact program coordinator for informal reconsideration first; formal appeal for substantive denials |
| Colorado | 30 days | Guidehouse (CO HEAR administrator): COenergyrebates@guidehouse.com | Informal reconsideration process; documentation fixes often resolved by email with assigned coordinator |
| Michigan | 60 days | WM Energy (MiHER program): MiHERcontractor@WMenergy.com | Contact assigned program coordinator; documentation corrections handled quickly for contractor applications |
| Illinois | 45 days | IL DCEO energy program; contact via program portal | Written appeal for eligibility disputes; documentation corrections submitted to program coordinator |
| Wisconsin | 60 days | Focus on Energy; Wisconsin HEAR program portal | Focus on Energy has streamlined documentation resubmission; informal process for documentation-only corrections |
| Indiana | 60 days | Indiana Energy Saver (IndianaEnergySaver.com); OED contact | Contact program helpline; Indiana is one of the more flexible states on documentation corrections |
| Georgia | 45 days | GEFA (Georgia Environmental Finance Authority): energyrebates@gefa.georgia.gov | GEFA has an active program team; contact directly for documentation issues |
| North Carolina | 45 days | Energy Saver NC (NC DEQ): energysavernc@ncdenr.gov (NOTE: may bounce — see program site) | Contact program helpline; formal appeal process under development as program matures |
| Arizona | 30 days | Willdan (AZ HEAR administrator) | Documentation corrections handled by program coordinator; formal appeal for eligibility disputes |
| New Mexico | 45 days | Franklin Energy / RebateBridge | POS program — denials are typically immediate at point of submission; corrections made before contractor claims payment |
| Washington | 60 days | United Hub (UHub): info@uhub.ngo | United Hub manages WA QCN contractor network; documentation corrections handled by assigned coordinator |
| Rhode Island | 45 days | RI Office of Energy Resources: Energy.HEAR@energy.ri.gov | Limited scope program (LMI only); contact program team directly for documentation issues |
An appeal letter or reconsideration request should be clear, concise, and focused on the specific denial reason. Structure:
When resubmitting with corrected documentation, include all of the following (not just the item that was missing):
| Document Type | What to Check | Common Correction |
|---|---|---|
| Income documentation | Correct tax year, correct household members, not expired (typically must be within 90-120 days) | IRS Form 1040 most recent year; pay stubs from past 60 days; self-attestation if program allows |
| Invoice | Equipment cost and labor separated; model numbers present; installer's HEAR enrollment confirmed | Request revised invoice from contractor; ensure their HEAR enrollment number is included |
| AHRI certificate | Matches exact indoor/outdoor unit combination installed; not an estimate or proposal | Look up at AHRI.org with the specific model numbers from the installed nameplate; print directly from AHRI |
| ENERGY STAR documentation | Specific model is on ENERGY STAR qualified products list; not just brand/product line | Screen shot from energystar.gov product list showing the exact model; include the model number visible in the screenshot |
| Photos | Pre-installation (existing equipment); post-installation (new equipment); nameplates/serial numbers legible | If pre-installation photos weren't taken, explain the situation honestly — some programs accept contractor attestation as a substitute |
| Permit/inspection records | Work requiring permits (electrical panel, HVAC system in most jurisdictions) must have permit pulled and inspection completed | Contact the local building department for permit status; closed permit indicates inspection passed |
Not all denials can or should be appealed. Accept the denial and explore alternatives when:
In these cases, explore alternative incentives:
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