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Free HVAC Quote Template

Short answer

An HVAC quote names the equipment size and model, the install work, refrigerant handling, permits and warranty, with a deposit and the date the price expires.

An HVAC replacement is one of the larger bills a household sees, and clients often collect several quotes and lay them side by side. The ones that win are the ones a homeowner can compare: equipment named by size and efficiency rating, the install work spelled out, and the warranty split into what the manufacturer covers and what you cover. A single line saying "new AC system installed" leaves the client unable to tell whether your price is high or simply more complete.

Sample HVAC quote

Copy the text, print it, or fill it in online with your own business details, prices and logo. The business and client below are made up.

Northwind Heating & Air

[Street address, city]
[Phone] · [Email]

Quote

Number
Q-1042
Date
Oct 24, 2026
Valid until
Nov 23, 2026

Prepared for

Priya Ramaswamy

[Client address]

Job

Replace central air conditioner and service furnace

Example prices: replace with your own

DescriptionQtyAmount
Load calculation and system survey1 visit× $125.00$125.00
3-ton split air conditioner, condenser and indoor coil (supplied)1 system× $3,900.00$3,900.00
Remove and recover refrigerant from old unit1 job× $240.00$240.00
New line set and insulation25 ft× $18.00$450.00
Condenser pad, disconnect and electrical whip1 set× $210.00$210.00
Programmable thermostat, supplied and fitted1 each× $185.00$185.00
Furnace tune-up and filter replacement1 service× $140.00$140.00
Labour: two-person install crew12 hour× $110.00$1,320.00
Mechanical permit (as charged by the local authority)1 fee× $175.00$175.00
Subtotal
$6,745.00
Tax (example rate 7%)
$472.15
Total
$7,217.15
Deposit due on acceptance (40%)
$2,886.86
  • System size based on a load calculation for the home; existing ductwork reused as surveyed.
  • Manufacturer parts warranty requires registration within 60 days; we register it for you.
  • Price includes start-up, testing and a walk-through of the new thermostat.
  • This quote is valid until Nov 23, 2026.

Accepted by: Date:

Fill it in online — free

What to include in an HVAC quote

  • Equipment by size, model and rating

    State the tonnage or BTU rating, the brand and model, and the efficiency rating. If you offer good, better and best options, give each its own clear total.

  • Why that size

    A line saying the size comes from a load calculation, rather than matching the old unit, answers the question a well-informed client will ask.

  • Install scope

    Line set, pad, electrical disconnect, condensate line, ductwork changes and thermostat. Say plainly whether existing ductwork is reused as it is.

  • Removal and refrigerant

    Taking out the old equipment and recovering the refrigerant is real work with real cost. Show it so it is not mistaken for padding.

  • Permit, inspection and start-up

    Who pulls the permit, whether the fee is included, and that the job includes commissioning and testing the system once it is in.

  • Warranty in two parts

    The manufacturer's parts warranty and any registration it needs, and your own labour warranty with its length.

How to write an HVAC quote, step by step

  1. Survey the house and the old system

    Measure the space, look at the ductwork, insulation and electrical supply, and note the model of the existing unit.

  2. Size the equipment

    Work out the load rather than copying the old unit's size, and note the result on the quote.

  3. Offer clear options

    If you present more than one system, give each the same line items so the client compares like with like.

  4. Price install, removal and permits

    Add labour hours for the crew, refrigerant recovery, disposal, the permit and any electrical work the new unit needs.

  5. Set terms and the expiry date

    Equipment prices and availability change, so a short validity period protects you. Add the deposit, payment schedule and warranty.

  6. Walk the client through it

    A five-minute call to explain the options often decides an HVAC job more than the price does.

Deposits and payment terms

Because the equipment is a large share of the price and has to be ordered, HVAC replacements commonly take a deposit on acceptance, with the balance on completion and start-up. Service calls and tune-ups are normally paid when the work is done.

If you offer a maintenance plan, keep it as a separate optional line so it does not cloud the main price. Rules on deposits and on cancellation rights for home improvement contracts vary by place, so check the rules where you work.

Frequently asked questions

Should an HVAC quote include more than one option?
Often, yes. Two or three options at different efficiency levels let the client choose without asking for another quote. Keep each option self-contained, with its own equipment line and total, so the comparison is easy.
How long should an HVAC replacement quote be valid?
Shorter than many trades, because equipment prices and stock move. Two to four weeks is common. Say on the quote that the price depends on equipment availability at the time of acceptance.
Should the quote list the refrigerant type?
Yes, for both the old and the new system. It explains the recovery line and shows the client the new equipment uses a current refrigerant.

More templates and guides

Job done? Bill it with the matching invoiceFree HVAC Invoice Template

Templates for related trades

Further reading

Send it as a branded quote your client accepts online

i-quote puts your logo on the quote, takes an optional deposit, and lets the client accept or decline online. One click turns the accepted quote into an invoice. The Free plan includes 3 quotes and 3 invoices a month.

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