HVAC · Free estimate sample

HVAC estimate template

The general shape of an HVAC estimate for an equipment replacement or new install. Equipment sits on its own line so the customer can compare bids on the thing that actually differs; labor, materials, and permit stay visible so nothing gets argued about later. Figures are placeholders — open it in Stubsmith and enter your own.

Use this template in the app Sample document · illustrative figures only · no signup

Estimate #2041

Sample Heating & Cooling · Sample date

Valid 30 days

Site assessment, load check, and equipment sizing$150.00

Equipment — condenser, furnace, coil, or air handler as specified$4,800.00

Installation labor including refrigerant recovery, charge, start-up, and testing$1,100.00

Electrical disconnect, pad, line-set, and connection materials$450.00

Permit filing and mechanical inspection coordination where required$175.00

Total$6,675.00

Excludes: ductwork modifications, electrical panel or breaker upgrades, thermostat replacement, line-set replacement if existing lines fail testing, and finish repair. Payment due on completion.

Sample template only. Company, figures, and scope are fictional and for illustration — not a quote, price guide, or market rate.

Common practice

Why it's written this way

HVAC bids get compared line by line more than most trades. The structure is what makes that comparison fair.

Why is equipment separated from labor?

The equipment line is where two bids differ — capacity, efficiency rating, brand. Keeping it separate lets a customer compare apples to apples instead of guessing what's inside a lump sum.

Why name recovery, charge, and start-up?

Handling refrigerant requires federal EPA Section 608 certification. Listing that work shows the job is done legally and explains why a "just swap the box" bid is cheaper.

Why exclude ductwork and electrical?

Both are unknowns until the old system is out. Naming them defines the change-order line instead of eating the cost or surprising the customer.

Before you send it

What varies by state

Two federal rules apply everywhere; most of the rest is set by your state and local code.

LicensingMost states license HVAC contractors statewide; some defer to county or city. Refrigerant handling is certified federally (EPA 608) regardless of state.
Permits and inspectionEquipment replacement almost always needs a mechanical permit, but who pulls it and what the inspector checks is local.
Efficiency minimumsFederal DOE regional standards set the floor for new equipment; some states and utilities set higher targets or attach rebates that affect what you quote.
Refrigerant transitionNew equipment is moving to A2L refrigerants under the federal AIM Act phasedown. Whether your jurisdiction has adopted the updated codes for them varies.
Contract rulesDeposit caps, cancellation-notice language, and lien-notice deadlines differ by state. A signed estimate can count as a contract.

General information, not legal, tax, or licensing advice. Requirements differ by state, county, and city and change over time. Confirm with your state licensing board and the local authority having jurisdiction before relying on any of this.

Estimator notes

Common questions

Should an HVAC estimate show the equipment model number?

Brand and capacity, yes. Exact model is optional until the customer commits — availability changes and you don't want to be locked into a unit you can't get.

Do I include a thermostat?

Only if it's in scope. Otherwise list it as an exclusion or an optional add-on line so it doesn't become an assumed freebie.

How long should an HVAC estimate stay valid?

30 days. Equipment pricing and rebate programs move faster than most trades.

What if the ductwork turns out to be undersized?

That's why it's excluded. Note it on the estimate, quote it separately after the site visit, and don't fold it into the equipment price.