HVAC Proposal Template
The short answer
An HVAC replacement proposal should present one recommended system at a fixed installed price, typically $4,000–$8,000 for central air or $8,000–$16,000 for a full changeout, with a higher-efficiency tier and extended warranty offered as optional upgrades and a 30–50% deposit to order equipment. Lead with the equipment itself: make, model, tonnage, SEER2 and AFUE ratings, and refrigerant type. Then list the installation items the customer cannot see from the driveway, such as line set, pad, disconnect, condensate drain, thermostat wiring and removal of the old unit. Write down what you found in the ducts and state that repairs beyond the listed connections become a change order. Give the permit its own line, name who schedules the inspection, and set the balance due on the day the system starts up. A 30-day price validity protects you when distributor pricing or refrigerant costs move before the customer signs.
A HVAC proposal is a priced scope of work with a signature line. Start from this template, or let the AI draft one from a plain-English description of the job, mark the add-ons optional, and send a link the customer accepts on their phone. The invoice, and the deposit invoice if you set one, are created the moment they accept.
What belongs in a HVAC proposal
An HVAC proposal is a comparison document as much as a price. Homeowners are choosing between efficiency tiers, so lead with the equipment (make, model, tonnage, SEER2, AFUE), then the install labor, then the parts that make it work: line set, pad, disconnect, thermostat, permit. Put the higher-tier system and the extended warranty in as optional items so the customer upgrades themselves. Refrigerant pricing, permit fees, and the manufacturer registration deadline belong in the terms.
What a HVAC proposal should spell out
Most disputes on HVAC jobs trace back to something the proposal left vague. Write each of these down before the customer signs.
| Part of the proposal | What to spell out |
|---|---|
| Equipment | Make, model number, tonnage or BTU, SEER2 and AFUE or HSPF2 ratings, and refrigerant type for every unit going in. |
| Old equipment | Removal and disposal of the old units, and recovery of their refrigerant as EPA Section 608 requires. |
| Line set and electrical | Whether the line set is reused or replaced, plus pad, disconnect, whip, and any breaker or circuit work included. |
| Ductwork | The duct condition you observed, which connections you will modify, and that any other repairs are priced as a change order. |
| Thermostat and controls | Thermostat model, any new wiring, and whether setting up the schedule and phone app is part of the job. |
| Permit and inspection | Permit fee on its own line, who schedules and attends the inspection, and how a failed item gets corrected. |
| Warranty and registration | Manufacturer parts term, your labor warranty term, who registers the equipment, and the registration deadline that keeps coverage valid. |
| Install day | Equipment lead time, the install date, and how many hours the home will be without heating or cooling. |
Sample line items
Realistic 2026 US pricing for a typical job. Every number is editable; optional items are the ones the customer decides on.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 3-ton 16 SEER2 heat pump system, matched air handler, installed | 1 | $8,900.00 | $8,900.00 |
| Remove and dispose of existing condenser and furnace | 1 | $350.00 | $350.00 |
| New line set, pad, whip, disconnect, and drain | 1 | $620.00 | $620.00 |
| Mechanical permit and inspection | 1 | $180.00 | $180.00 |
| Smart thermostat, installed and configured optional | 1 | $340.00 | $340.00 |
| 10-year parts and labor extended warranty optional | 1 | $950.00 | $950.00 |
Required items: $10,050.00. Optional items if all are chosen: $1,290.00. Rate ranges for this trade are in what to charge for HVAC work.
Terms that belong in a HVAC proposal
Promise extended coverage on the bid: a longer warranty on labor is often what wins HVAC work against a cheaper number, and it costs nothing on the day you offer it. Set the terms on the proposal and they print with the scope the customer accepts, carry through to the invoice, and start counting down when that invoice is paid. From there warranty tracking keeps the coverage dates, an estimate of the labor and parts you could still owe, and any callback filed against the job.
Need something lighter? Use the HVAC estimate template for a quick number, or the HVAC invoice template when the work is done.
Jobs change once the work starts. When HVAC work grows or shrinks after the customer has signed, send a change order: they approve the added or credited work and the new total on their phone, and the unpaid balance invoice updates itself.
How the proposal gets accepted
Send the link. The customer sees the scope, ticks the optional items they want and watches the total update, types their name, agrees to the terms, and accepts. The acceptance is recorded with the timestamp, IP address, browser, and a hash of the content. The invoice is generated from exactly what they selected, with the deposit invoiced first when you set one.
Frequently asked questions
Should an HVAC proposal show two system options?
Show the recommended system as the base and the upgrade as an optional item with its price difference. Customers accept faster when the choice is a checkbox instead of a second document, and you still capture the upsell.
What deposit is normal for an HVAC install?
Thirty to fifty percent, enough to cover the equipment order. Say explicitly that the deposit places the equipment order and that lead times depend on distributor stock.
What should an HVAC proposal say if the ductwork turns out to be bad?
State what you inspected and the condition you found, list the duct connections your price includes, and say that anything else discovered during the install is quoted in writing before you do it. When you already know the ducts are marginal, add sealing or a return upgrade as an optional item so the customer can choose it up front.
What if the quoted equipment is out of stock when the customer signs?
Include a line saying you may install an equivalent model with the same or higher ratings at no extra charge, with the customer's approval in writing. If the only available unit costs more, the difference is a change order. That sentence keeps a distributor shortage from voiding the accepted proposal or delaying the install date by weeks.
When should the final HVAC payment be due?
On the day of installation, once the system is started up and you have shown the customer how it runs. Do not tie the balance to the permit inspection, which can be weeks away and is scheduled by the city. Say in the terms that inspection corrections are handled under your workmanship warranty.
Can customers accept this proposal online?
Yes. Send the link, and the customer ticks the optional items they want, types their name, and accepts on any device. The acceptance is recorded with the time, IP address, and a hash of the content, and a signed PDF is produced. See how e-signature works on Numulo.
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