Free HVAC Quote Template
Blank HVAC contractor quote 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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A quote is a fixed price you are committing to. That is the whole difference from an estimate, and it means the exclusions and the valid until date on this one are carrying more weight than they look like they are.
Quote, estimate or bid: this is the same document
It is one form with one word changed on it, and that is deliberate. A quote is normally a fixed price you are committing to, an estimate is a considered approximation that can move with the scope, and a bid is a price submitted into a competitive process. Customers use all three interchangeably, so nobody is going to read the word at the top the way you meant it.
The longer version, including what belongs in the exclusions and why every price you send needs a valid until date, is in estimate vs quote vs bid. The HVAC contractor estimate template is this same form with the other word on it, and the same hvac line items.
What a contractor quote should contain
- Your business details and license number where required
- The customer name and the job address
- A quote number and the date you wrote it
- The word quote on the document, so nobody has to guess whether the price can move
- A valid until date, because a fixed price you wrote in March is not a fixed price in September
- Scope in plain language, line by line, so the customer knows what is and is not included
- What is explicitly excluded, which is what stops a fixed price turning into free work
- A line saying scope changes are priced in writing and approved before the work is performed
- Subtotal, tax, any deposit required to book the work, and the total
What goes on a HVAC contractor quote
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 quote 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 quote 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 quote.
Related pages for HVAC work
The rules that hold for every trade
These are on the contractor quote template page, with the questions people ask about the template:
- Write an exclusions line, it wins arguments before they start
- Put an expiry on every price you send