What should an HVAC estimate include?

An HVAC estimate should identify the heating or cooling equipment, describe the installation or repair work, and explain the price and warranty. The customer needs to understand what they are buying and which parts of the existing system you will keep or replace.

For a replacement, list the equipment and installation work. For a service visit, show the charge for finding the fault separately from any repair price.

Example: replacing a heating and cooling system

In this fictional request, a customer asks you to replace their heating and cooling system. Assess the property before choosing equipment. List the selected brands and models, along with the installation work. ENERGY STAR's guidance on hiring an HVAC contractor recommends written, itemized estimates that specify model numbers, schedule and warranty information.

The amounts below are invented for illustration, not typical prices. Choose and size the equipment for the property before completing the specification.

Describe the installation work beside the price. In this example, the new units stay in the same locations and connect to the existing ducts.

Installation includes:

• Remove the existing equipment and install the models listed in the estimate.
• Connect the new indoor unit to the existing supply and return ducts: the ducts carrying air to the rooms and back to the unit.
• Test the system and explain how to use the controls.

Not included: duct replacement elsewhere in the property.

Describe the equipment locations and connections for the property you assessed. If a drawing helps identify them, attach it with its revision date.

List any additional electrical, drainage or refrigerant-pipe work you have included. If you still need to check part of the work, say so before confirming a final price.

Example: diagnosing a heating or cooling fault

For this example, a customer reports that their heating has stopped working and asks for a repair price. You can quote a diagnostic visit before you know which repair is needed. State the visit charge, what it covers and whether you deduct it from the price of a repair the customer approves.

For example:

Diagnostic visit: $140 before any applicable tax. Includes testing to identify the reported fault and an explanation of the findings. We will quote any repair separately in writing and obtain your written approval before starting it. The diagnostic charge remains payable if you decline the repair.

After diagnosis, the repair offer might read:

Replace the identified faulty component with the specified replacement, test operation and confirm the repair: $320 before any applicable tax. The diagnostic charge is separate.

The diagnostic and repair prices are illustrative. Use your own service pricing and identify the component before sending the repair quote. If you charge by time instead, state the rate and obtain written approval for additional time and charges before continuing.

How do you present equipment options?

When offering two systems, keep the shared installation scope clear and explain what changes between the options. The customer should be able to compare:

• Equipment brand and model.
• Relevant efficiency ratings and features.
• Controls included.
• Installation work included in each option.
• Equipment and labor warranties.
• Total price for each option.

Do not promise a specific reduction in energy bills without a calculation that supports it. A more expensive system needs an explanation of its actual differences, rather than a label such as “premium.” See how to present good, better and best options for structuring the choices.

What should you check before sending an HVAC estimate?

Confirm the equipment selection. The existing unit's label alone does not establish how much heating or cooling the home needs. ENERGY STAR recommends verifying the property's heating and cooling needs with a load calculation. If you have not finished checking what the property needs, say so.

Separate the warranties. Explain the manufacturer's equipment warranty and your labor warranty, including any registration or maintenance conditions that apply. Use the terms for the actual equipment, rather than a generic warranty period.

Explain the installation plan. State when removal, installation and testing will happen. Identify any visits or approvals required before the next stage.

Complete the terms. Include the customer and installation address, tax treatment, payment terms and how to accept. Give a date until which the price is valid. Check local permit and contract requirements before sending.

Explain optional financial arrangements separately. If you offer financing, name the lender and use their current terms. If a rebate may apply, identify the program and its conditions. Show financing or rebate details separately from your price. Check whether the customer qualifies.

How can DoneQuote help you prepare an HVAC estimate?

Keep your equipment prices and service descriptions in DoneQuote. Describe the work, review the draft, and confirm the selected models and installation details. You can include alternative packages for the customer to choose between on the online quote.

With reminders enabled, DoneQuote can email the customer before the quote expires. See DoneQuote for HVAC contractors to see how the software works.