HVAC installation quotation
Quotation template for heating and air conditioning installers: HVAC capacity design, outdoor unit installation and airflow balancing. Excel or Word.
Templates by industry
- HVAC capacity design
- Outdoor unit installation
- Airflow balancing
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "HVAC capacity design", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Airflow balancing", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Confirm completed quantities, site photos, agreed test results and any remaining remedial work. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
This quotation is for installing a new heating, cooling or ventilation system rather than servicing an existing one. It starts from a capacity calculation for the rooms, prices the outdoor unit and its placement, and ends with balancing the airflow so each room gets its designed share. Customers tend to compare HVAC quotes on equipment and price alone; stating the design capacity, the pipe run included and the cost of a longer run makes a fair comparison possible.
Fields to prepare
- Deliverables and line items
- HVAC capacity design, Outdoor unit installation, Airflow balancing: specify the planned quantity and delivery scope for each item.
- HVAC capacity design
- State the rooms or zones included and the capacity you arrived at, so the customer can compare equipment offers on the same basis.
- Outdoor unit installation
- Give the number of units, the mounting position and the pipe length included, with the price per extra meter beyond it.
- Airflow balancing
- Describe how balancing is recorded, such as measured airflow per outlet, and that the record is handed over at completion.
- Site and measured quantities
- Record the site, work zones, areas, lengths or counts, and access hours.
- Materials and work stages
- Specify materials, labor, removal, disposal and making-good allowances, and completion criteria for each stage.
- Scope to agree
- Set design capacity, outdoor-unit counts and locations, pipe and duct scope, and airflow-balancing records.
Before sending
- Does “HVAC capacity design” say what is included and what quantity the price assumes?
- Would the customer read “Outdoor unit installation” the way you do, including what it leaves out?
- Can you still honour the price of “Airflow balancing” on the last day the quotation is valid?
Show 3 more
- Agree how quantity changes following measurement or drawing revisions will be approved.
- Confirm client-supplied materials and work that other contractors must finish first.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| HVAC capacity design | 3 × $60.00 | $180.00 |
| Outdoor unit installation | 5 × $300.00 | $1,500.00 |
| Airflow balancing | 8 × $2,400.00 | $19,200.00 |
| Subtotal | $20,880.00 | |
| Sales tax (8%) | $1,670.40 | |
| Total | $22,550.40 | |
Quoted net amount $20,880.00, sales tax $1,670.40, quoted total $22,550.40.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
What if the building needs electrical work before the system can be connected?
A new circuit or a supply upgrade is often done by an electrician, so state whether it is included. If not, write in the notes that the customer arranges it before installation day; otherwise the installation may have to move to a later date.
Should removal of the old system be in the quotation?
If an old unit is in place, add a line for taking it out and for handling the refrigerant and scrap as your trade’s rules require, or exclude it in writing. Customers rarely think about the old unit until the installer arrives.
How long should the quoted price hold when equipment prices change?
Give a short validity period and say that the equipment price is confirmed when the order is placed. Design and labor can stay fixed for longer, which is one more reason to keep them on their own lines.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $1,670.40 on a net amount of $20,880.00, for a total of $22,550.40. The editor recalculates all three when you change a quantity, a price or the country.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the HVAC installation quotation: How to write a quotation: format, example and checklist and Quote to invoice: how to convert a quote, step by step. The VAT and GST calculator adds tax to your quoted prices.