What should an HVAC estimate include?

An HVAC estimate should include the equipment by make and model, its size and efficiency rating, everything installed with it (coil, line set, pad, thermostat, ductwork changes), removal of the old system, the permit, and the warranties. The template above follows that order.

Do you need a permit to replace an air conditioner or furnace?

Many places require a permit and inspection to replace an air conditioner or furnace. Check with the local building department and put the permit on the estimate as its own line.

Should the estimate say how the system was sized?

The estimate should say how the system was sized. A line saying the size comes from a load calculation, rather than matching the old unit, shows the client the quote was done properly.

Free HVAC estimate template

An HVAC estimate is the price for installing or replacing heating and cooling equipment, written before the work starts: the equipment by make and model, its size and efficiency, the install, and the warranties. Homeowners compare HVAC quotes line by line, and model numbers are how they do it. An estimate that names the equipment and says how it was sized is easier to say yes to than a single total.

The template below starts with the lines for a central air and furnace replacement. Change the words to fit your job, add your prices and remove what you don't need, then download a PDF with your logo. Free, no sign-up, and nothing you type leaves your browser.

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Your business

Business namePhoneEmailLicense number (optional)

Business address (optional)

Add your logo

Prepared for

Client nameJob addressClient phone (optional)Client email (optional)

Estimate details

Estimate numberDateValid until

Work and materials

Starter lines for this kind of job. Change the words to fit yours, add your prices, and remove the lines you don't need.

Line 1

QtyPrice each

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Line 2

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Line 3

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Line 4

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Line 5

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Line 9

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Sales tax % (optional)Deposit to start (optional)

Subtotal: $0.00
Total: $0.00

Notes

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What goes in an HVAC estimate?

Make, model and size: Model numbers let the client look up the equipment and compare quotes. Give the size in tons for cooling and BTU for heating.
Efficiency ratings: SEER2 for air conditioners and heat pumps, AFUE for furnaces. SEER2 replaced SEER as the US rating in 2023, so quote SEER2.
How it was sized: Say the size comes from a load calculation (ACCA Manual J), not from matching the old unit. It tells the client the size wasn't a guess.
What's new and what's reused: Line set, ductwork, pad, thermostat. Reusing sound parts is fine, but the client should know which parts are new.
Warranties: The manufacturer's parts warranty, which often depends on registering the equipment, and your labor warranty, with how long each lasts.

Writing an HVAC estimate that gets approved

Give options as separate estimates (E-1001A, E-1001B) rather than one estimate with three totals. The client approves one clear price.
Put anything the old install was missing, like a drain pan or float switch where required, on its own line rather than folding it into the total.
List the start-up and testing: refrigerant charge, airflow, combustion check. It's work the client never sees.
Give the install date and how long the house will be without heat or cooling.

Questions

What should an HVAC estimate include?: An HVAC estimate should include the equipment by make and model, its size and efficiency rating, everything installed with it (coil, line set, pad, thermostat, ductwork changes), removal of the old system, the permit, and the warranties. The template above follows that order.
Do you need a permit to replace an air conditioner or furnace?: Many places require a permit and inspection to replace an air conditioner or furnace. Check with the local building department and put the permit on the estimate as its own line.
Should the estimate say how the system was sized?: The estimate should say how the system was sized. A line saying the size comes from a load calculation, rather than matching the old unit, shows the client the quote was done properly.

Estimate templates by trade

Also free: invoice template and change order template.