Free HVAC Estimate Template
Blank HVAC contractor estimate template, already carrying the line items hvac jobs use. Download it, or fill one in below and get a finished PDF in about a minute.
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An estimate is a written price you are offering before the work starts. The two things that decide whether it wins the job are how clearly it describes the scope and how obviously it expires.
What a contractor estimate should contain
- Your business details and license number where required
- The customer name and the job address
- An estimate number and the date you wrote it
- A valid until date, because prices move and you should not be held to a number from six months ago
- Scope in plain language, line by line, so the customer knows what is and is not included
- What is explicitly excluded, which is the line that prevents most disputes
- Subtotal, tax, any deposit required to book the work, and the total
What goes on a HVAC contractor estimate
These are the lines a hvac job usually needs. They are already in the template and in the generator, so you edit rather than start from an empty page.
- System diagnostic
- Replace condenser unit, 3 ton
- Evaporator coil and line set
- Thermostat install and setup
- Refrigerant charge and startup
Delete what does not apply, add what does. The point is that a customer looking at an itemized hvac estimate can see where the money went, which is what stops the argument before it starts.
Air conditioning is sold in tons, and a ton is 12,000 BTU per hour of cooling, so the 3 ton condenser on this template is a 36,000 BTU system. The size comes from the house, its floor area and its climate zone, not from whatever was there before.
What to settle before the HVAC estimate goes out
Say how the system was sized and whether the coil and line set are replaced along with the condenser. A new condenser on an old coil is the question a customer does not know to ask, so answer it on the estimate.
Related pages for HVAC work
The rules that hold for every trade
These are on the contractor estimate template page, with the questions people ask about the template:
- Estimate versus quote versus bid
- Write an exclusions line, it wins arguments before they start
- Put an expiry on every price you send