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HVAC Proposal Template

A ready-to-send HVAC proposal with equipment, pricing, and install terms already filled in. Copy it, adjust it, and send a client-ready link today.

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Proposal

Furnace & AC Replacement · 3-Ton Matched System

Scope

Project overview

Replacement of an aging furnace and AC system with a matched, higher-efficiency system sized for the home's current square footage and duct layout.

Equipment

A 3-ton, 16 SEER2 central air conditioner paired with an 80,000 BTU, 96% AFUE gas furnace, both from the same manufacturer for a matched warranty.

Installation scope

Remove and dispose of the old furnace and condenser, install the new system, inspect and seal up to six duct runs, and test refrigerant charge and airflow before we leave.

Timeline

Installation is a single day, typically 6-8 hours, with the permit and final inspection scheduled within the following two weeks.

Warranty

10-year manufacturer parts warranty on both units plus a 2-year labor warranty from us on the installation.

ItemPrice
Removal & disposal of existing furnace and AC unit$450.00
3-ton central AC unit (16 SEER2), installed$4,800.00
80,000 BTU gas furnace (96% AFUE), installed$3,600.00
Ductwork inspection & sealing (up to 6 runs)$750.00
Permit filing & final inspection$300.00
Total$9,900.00

Terms

A 40% deposit is due to order equipment; the balance is due on the day of installation. This proposal is valid for 15 days from the date sent. Equipment pricing can shift with supplier availability. Any change to system size, ductwork, or electrical work required once we're on site will be quoted and approved before we continue.

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What’s included

What’s in this template

Scope

  • Project Overview
  • Equipment
  • Installation Scope
  • Timeline
  • Warranty

Pricing

5 priced line items, $300–$4,800

  • Removal & disposal of existing furnace and AC unit$450
  • 3-ton central AC unit (16 SEER2), installed$4,800
  • 80,000 BTU gas furnace (96% AFUE), installed$3,600
  • Ductwork inspection & sealing (up to 6 runs)$750
  • Permit filing & final inspection$300

Terms

  • Deposit or payment schedule
  • Invoicing and balance terms
  • How long the pricing is valid

How to write a hvac proposal

  1. 01

    Size the system before you price it

    Base equipment size on a load calculation, not a square-footage guess. An oversized or undersized system shows up as a callback, and callbacks cost more than the extra minute of math.

  2. 02

    Quote the full system, not just the unit

    Removal, duct inspection, permits, and disposal are real costs. Listing them separately from the equipment price avoids a client feeling surprised by the final number.

  3. 03

    Separate equipment cost from labor

    Splitting the two makes your pricing easier to compare against other bids and easier to defend if a client questions a line item.

  4. 04

    Note the warranty terms

    Manufacturer parts warranty versus your labor warranty is a real decision factor for HVAC buyers. Spell out both rather than a vague 'warranty included'.

  5. 05

    Price in today's equipment cost

    Supplier pricing on compressors and furnaces moves with availability. Keep the proposal's validity window short so a stale quote doesn't cost you margin.

  6. 06

    Follow up within a few days

    HVAC replacements are often urgent, a broken system in bad weather. A prompt follow-up, not a week-later check-in, is what wins the job.

HVAC proposal FAQ

What should an HVAC proposal include?

The specific equipment (size, efficiency rating, brand), the full installation scope including removal and ductwork, the timeline, warranty terms, and itemized pricing.

How long should an HVAC proposal be?

One page is usually enough. Homeowners comparing HVAC bids want to see the equipment specs and total cost quickly, not a long narrative.

How do I price an HVAC job?

Separate equipment cost (which moves with supplier pricing) from labor and add-ons like duct sealing or permits, so the total stays easy to justify and update.

When should I follow up after sending an HVAC proposal?

Within two to three days, sooner if the system that failed is a heating or cooling emergency. Speed matters more here than in most trades.

Should I include a load calculation in the proposal?

Mentioning that sizing is based on a load calculation (rather than square footage alone) reassures the client you're not just guessing at equipment size.

How do I handle emergency or same-day HVAC quotes differently?

Keep them short (equipment, price, and availability) and follow up with the full written proposal once the system is running so there's still a clear record of what was agreed.

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