HVAC Proposal Template

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# HVAC Proposal

**[Company Name]**
[Street Address] | [City, State ZIP]
[Phone] | [Email] | [Website]

**HVAC License #:** _______________ **State:** _______________
**EPA Section 608 Cert #:** _______________
**NATE Certified:** ☐ Yes — Certification #: _______________
**Insurance Carrier:** _______________ Policy #: _______________ Exp: _______________

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**Proposal #:** HV-[YYYY-MM-NNN]
**Date:** _______________
**Valid for:** 30 days
**Technician / Estimator:** _______________

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## Customer & Property

**Name:** _______________________________________________
**Service Address:** _______________________________________________
**Mailing Address (if different):** _______________________________________________
**Phone:** _______________ **Email:** _______________
**Building type:** ☐ Single-family ☐ Multi-family ☐ Commercial ☐ Other: _______________
**Year built:** _______ **Square footage:** _______ sq ft **Ceilings:** _______ ft

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## Existing System Information

| Field | Unit 1 | Unit 2 (if applicable) |
|---|---|---|
| System type | ☐ Split A/C ☐ Heat pump ☐ Gas furnace ☐ Package unit ☐ Mini-split | |
| Current brand | | |
| Model # | | |
| Serial # | | |
| Tonnage / BTU | | |
| SEER (cooling) | | |
| AFUE (gas heat) | | |
| Refrigerant type | | |
| Age (years) | | |
| Last service date | | |
| Known issues | | |

**Ductwork condition:** ☐ Good ☐ Minor leaks (sealing recommended) ☐ Significant issues ☐ No existing ductwork

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## Load Calculation Summary

Manual J load calculation performed: ☐ Yes ☐ Estimated based on sq ft / construction type

| | |
|---|---|
| Calculated cooling load | _______ BTU/hr (_______ tons) |
| Calculated heating load | _______ BTU/hr |
| Recommended system size | _______ tons |
| Previous system size | _______ tons |

> Note: Oversizing an HVAC system causes short-cycling, humidity problems, and premature wear. This proposal sizes equipment to actual load, not "bigger is better."

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## Proposed Scope of Work

### Option A — *(Recommended)*

**Summary:** _______________________________________________

| | |
|---|---|
| **System type** | ☐ Split system ☐ Heat pump ☐ Package unit ☐ Ductless mini-split |
| **Brand** | ☐ Trane ☐ Carrier ☐ Lennox ☐ Goodman ☐ Rheem ☐ American Standard ☐ Daikin ☐ Other: _____ |
| **Model (outdoor/condenser)** | |
| **Model (indoor/air handler or furnace)** | |
| **Model (coil, if separate)** | |
| **Tonnage** | _____ tons |
| **SEER2 rating** | _____ SEER2 (DOE 2023 standard) |
| **AFUE (gas heat, if applicable)** | _____% |
| **HSPF2 (heat pump heat, if applicable)** | _____ HSPF2 |
| **Refrigerant type** | ☐ R-410A ☐ R-32 ☐ R-454B ☐ R-22 (N/A for new equipment) |
| **Warranty — parts** | _____ years (registered) |
| **Warranty — compressor** | _____ years (registered) |
| **Warranty — labor (our warranty)** | _____ years |

**Included in Option A:**
- ☐ Remove and dispose existing equipment
- ☐ Install new outdoor unit on ☐ existing pad ☐ new concrete pad ☐ roof curb
- ☐ Install new indoor unit / air handler
- ☐ Install new gas furnace (_____________ BTU, _____% AFUE)
- ☐ Install new evaporator coil
- ☐ Replace refrigerant line set (_____ ft, 3/8" liquid / 3/4" suction)
- ☐ Reuse existing line set (inspected, flushed)
- ☐ Install new thermostat: ___________________________
- ☐ Electrical disconnect / whip replacement at outdoor unit
- ☐ Install new drain line / condensate pump: ___________________________
- ☐ Install new filter rack / media filter: ___________________________
- ☐ Duct modifications: ___________________________
- ☐ Refrigerant charge — EPA-approved procedure, leak check included
- ☐ System startup and commissioning (airflow measured, static pressure recorded)
- ☐ Permit — pulled and inspected per local code

**Option A Price:** $_______________

---

### Option B — *(Budget Alternative)*

**Summary:** _______________________________________________

| | |
|---|---|
| **Brand / Model** | |
| **Tonnage** | _____ tons |
| **SEER2** | _____ SEER2 |
| **Notable difference from Option A** | |

**Option B Price:** $_______________

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### Option C — *(Premium / High-Efficiency)*

**Summary:** _______________________________________________

| | |
|---|---|
| **Brand / Model** | |
| **Tonnage** | _____ tons |
| **SEER2** | _____ SEER2 |
| **Variable speed compressor** | ☐ Yes ☐ No |
| **Inverter-driven** | ☐ Yes ☐ No |
| **Notable advantage** | |

**Option C Price:** $_______________

> High-efficiency systems typically qualify for federal tax credits (30% of cost up to $600 for qualifying heat pumps under IRS Form 5695) and utility rebates. Ask us for current rebate availability in your area.

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## Add-Ons / Optional Items

| Item | Description | Price |
|---|---|---|
| Extended labor warranty (to _____ years) | Parts + labor coverage | $ |
| Service agreement (annual maintenance) | 2 visits/year, priority scheduling, 10% parts discount | $ |
| UV air purifier / IAQ | _____________________________ | $ |
| Whole-home dehumidifier | _____________________________ | $ |
| Smart thermostat upgrade | Ecobee / Nest / Honeywell T6 Pro | $ |
| Duct sealing (Aeroseal or mastic) | ~30% leakage reduction typical | $ |
| New supply/return ductwork (full) | _____ zones | $ |
| Attic insulation assessment | Separate proposal | TBD |

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## Pricing Summary

| Option | System | Price |
|---|---|---|
| **Option A (Recommended)** | _____________ | **$** |
| Option B (Budget) | _____________ | $ |
| Option C (Premium) | _____________ | $ |

**Financing available:** 0% interest for ___ months with approved credit (GreenSky / Synchrony / Service Finance). Monthly payment on Option A: approx. $___/mo.

**Rebates & incentives:**
- Federal tax credit (25C): up to $600 (heat pumps: up to $2,000) — check eligibility
- Utility rebate (_____________): $_____ (we handle the paperwork)
- Net price after rebates/credits: approx. $_______________

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## Payment Terms

| Milestone | % | Amount |
|---|---|---|
| Deposit — upon signing | ___% | $ |
| Equipment delivery / install day | ___% | $ |
| Completion, commissioning & permit closed | ___% | $ |

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## Exclusions

This proposal does not include, unless noted above:

- Electrical panel or circuit upgrades
- Gas line extension or new gas meter
- Attic / crawl space work beyond equipment installation
- Structural modifications
- Asbestos abatement (if existing equipment contains suspect materials, Owner must arrange testing and abatement prior to removal)
- Any work required due to pre-existing code violations

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## Acceptance

Selecting an option and signing below authorizes [Company Name] to proceed with the scope described for the selected option price.

**Selected option:** ☐ A ☐ B ☐ C (circle one)

**Owner Signature:** ___________________________ **Date:** _______________
**Owner Name (print):** ___________________________

**Authorized by (Contractor):** ___________________________ **Date:** _______________

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*Proposal valid 30 days from date above. Equipment availability and pricing subject to change after expiration. Permits obtained by contractor; fees included unless noted. All work performed in accordance with applicable codes including IRC/IMC, local amendments, and manufacturer installation requirements.*