Free HVAC Estimate Template
Professional HVAC estimate template for system installations, repairs, and maintenance contracts. Free for HVAC businesses.
Sample HVAC Estimate
| Area / Task | Description | Estimated Cost |
|---|---|---|
| Central AC Replacement | 3-ton split system — remove old, install new condenser and air handler, new thermostat | $5,500 - $8,000 |
| Furnace Installation | 80,000 BTU gas furnace — includes removal, install, ductwork connection, permits | $3,500 - $5,500 |
| Ductwork Replacement | Full duct system for 2,000 sq ft home — insulated flex duct, new registers | $3,000 - $5,000 |
| Service | Qty | Rate | Amount |
|---|---|---|---|
| AC diagnostic — no cooling complaint | 1 | $89.00 | $89.00 |
| Replace capacitor (labor) | 0.5 hrs | $95.00 | $47.50 |
| System performance check & refrigerant levels | 1 | $125.00 | $125.00 |
| Clean condenser coils | 1 | $85.00 | $85.00 |
| Item | Qty | Unit Price | Amount |
|---|---|---|---|
| Run capacitor 45/5 MFD 440V | 1 | $35.00 | $35.00 |
| R-410A refrigerant (per lb) | 2 | $45.00 | $90.00 |
| Contactor relay 2-pole 40A | 1 | $28.00 | $28.00 |
1. This estimate is valid for 30 days from the date above.
2. A 50% deposit is required to schedule the work.
3. Final price may vary if conditions differ from what was observed during the estimate visit.
4. All work includes a 90-day labor warranty.
5. Customer is responsible for obtaining HOA approval if required.
HVAC Estimate Tips
Specify the SEER rating and efficiency of proposed equipment.
Include available rebates or tax credits the customer may qualify for.
Note if the estimate includes permit and inspection fees.
Provide good/better/best options when possible to give customers choices.
What to Include in a
HVAC Estimate
Scope of Work
Clearly describe every task to be performed. Be specific about the HVAC work, areas affected, and expected outcomes.
Material Specifications
List the specific brands, models, and quantities of materials you plan to use. This prevents disputes later.
Timeline & Schedule
Provide a realistic start date and estimated completion date. Note any factors that could affect the timeline.
Price Breakdown
Separate labor from materials. Include permit fees, disposal costs, and any subcontractor charges as individual line items.
Terms & Conditions
Include payment schedule, change order process, warranty terms, and cancellation policy.
Exclusions
Clearly state what is NOT included in the estimate to prevent misunderstandings.
Frequently Asked
Questions
How should I present HVAC system options?
Present 2-3 options (good/better/best) with different efficiency ratings and price points. Include the estimated annual energy savings for higher-efficiency systems.
Should HVAC estimates include financing options?
Yes, for larger jobs like system replacements. Including monthly payment options can help customers approve higher-value projects.
How do I estimate ductwork costs?
Ductwork estimates should be based on a Manual D calculation. Include the linear footage, insulation type, number of registers, and any structural modifications needed.
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