Free HVAC proposal template
A proposal needs six parts. This template has all six, filled in with a sample HVAC job so you can see how it reads. Download it, or write your own from a few typed notes.
What is in it
Typed by the HVAC contractor: "replace 3 ton condenser and coil, 16 seer, new pad and disconnect, recharge and test"
- Replace 3-ton condenser and coil, 16 SEER.
- New pad and disconnect.
- Recharge and test.
Warranty: 1 year on labor, manufacturer warranty on equipment
Deposit at signing: $3,450
Signature block: typed name, date, and the E-SIGN Act line.
Or fill it in from your notes
Type the job the way you would text it. It comes out in this format in about five seconds. No account needed.
30 days free, then $29 a month. No card to start.
Finished HVAC estimates to copy from
- AC condenser and coil replacement estimate example, $6,900, 1 day
- Full system replacement estimate example, $11,400, 1 day
- Mini-split install estimate example, $3,900, 1 day
- Ductwork replacement estimate example, $5,600, 2 days
How to use it
Replace the company block with yours, keep the structure, and write the scope as a short list of what you will do, one item per line. Put one total price on it. Add a timeline and payment terms every time. Date it and give it an expiry, usually 30 days.
The parts most HVAC techs leave out
- Payment terms. "50% upfront, 50% on completion" on the proposal means it is never a conversation at the end of the job.
- A valid-through date. Prices move. Without one, an old bid can be accepted months later.
- A way to accept on the spot. A printed PDF has to be signed, scanned, and emailed back, and plenty of customers put that off. A link they can tap and type their name on takes a minute.
What to fill in on a HVAC proposal
- Tonnage, efficiency rating, and model numbers
- Whether the line set is reused or replaced
- Pad, disconnect, thermostat, and refrigerant
- What the manufacturer warranty covers and what your labor warranty covers
Many cities require a permit for equipment replacement. Offering repair and replace as two packages on one proposal lets the customer decide without a second visit.
Questions about HVAC estimates
What should a contractor estimate include?
Six parts: who it is from and who it is for, the scope of work as a short list, one total price, a timeline, payment terms with any deposit, and a way for the customer to accept. A warranty line and a valid-through date keep it from being argued over later.
Is an estimate legally binding?
Once the customer accepts it in writing, yes, for the scope and price on it. A typed name and e-signature on a phone counts under the E-SIGN Act. A number texted back and forth is much harder to hold anyone to.
Can I use this template as is?
Yes. Download the PDF, replace the company block with yours, and keep the structure. Or type your own job below and it is laid out for you in a few seconds.
Can I list the equipment model?
Type it in your job notes or the notes field and it appears on the proposal word for word.
Do I need a laptop?
No. Everything works from your phone, including sending by text.
Or skip the template
BidWriter Pro turns notes like "replace 3 ton condenser and coil, 16 seer, new pad and disconnect, recharge and test" into this proposal, sends it by text or email, collects the deposit by card when the customer accepts, and follows up if they go quiet. Free for 30 days, no card. See how it works for HVAC techs or open the sample your customer would see.
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