FREE HVAC SERVICE TEMPLATE
HVAC Service Proposal Template
Create an HVAC proposal covering equipment, labor, refrigerant, startup and commissioning, warranty, maintenance visits, schedule, pricing and payment terms. Customize it online, download the PDF or send it as a tracked proposal.
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Published by ReplyToQuote · Updated 2026-09-21
HVAC proposals cover three different jobs — a repair, an equipment replacement, or a recurring maintenance agreement — and each one needs a different level of detail. The common failure is a replacement quote that names a model number and a price, with nothing about crane access, disconnects, curb adapters or startup.
This editable template lays out equipment with model and capacity, the installation labor and rigging, refrigerant and startup work, warranty terms for both labor and equipment, and what a maintenance agreement actually includes per visit.
Editable hvac service proposal template
Every field below is editable right here. Fill in what you know now — your edits are kept in this browser and carry into the full builder when you continue.
Company
The contact details your customer will see on the proposal.
Customer and project
Add the information that identifies this proposal.
Scope of work
Describe what is included, the expected result and any important deliverables.
Check my scope
Paste rough notes or a draft. You get missing details and short suggestions—nothing is changed unless you apply it.
Pricing
Add each service, material or fee as a separate line.
Schedule and validity
Set expectations without promising dates you cannot confirm.
Payment and working terms
Adapt these terms to your business and jurisdiction. No contractual commitments are added automatically.
Example proposal
A completed example showing how the scope, pricing, schedule and terms fit together. The companies, people, projects and prices below are fictional and are shown only to illustrate the format.
Bayfront Mechanical Services
Priya Nandan · priya@example-bayfrontmech.test
Proposal HVAC-5562
2026-09-12
Rooftop Unit Replacement — RTU-3, Building B
Prepared for Greg Holloway, Property Manager · Replacement of RTU-3 serving the Building B office suite
Scope of work
Replace failed 10-ton rooftop unit RTU-3 (2009 unit, failed compressor, R-22 charge). Included: furnish and install one 10-ton packaged rooftop unit, 16 SEER2, gas heat, with economizer; remove and dispose of the existing unit and recover refrigerant per regulation; crane placement on Saturday morning; furnish and install a curb adapter with new flashing; reconnect existing duct with transitions; new line set connections and full refrigerant charge; reconnect to the existing 60A disconnect; install a programmable thermostat and integrate with the existing zone controls; startup, commissioning, airflow readings and written startup report; new filters and system labeling.
Subtotal $23,480
Tax $1,526
Total $25,006
Deposit $8,040 · Balance $16,966
Schedule
Equipment lead time 3–4 weeks from order. Crane and installation Saturday, October 17, 6:00 a.m.–4:00 p.m. Startup and commissioning same day. Suite is unoccupied Saturday, so no weekday cooling interruption.
Payment terms
40% deposit ($8,040) at order to release equipment. Balance net 30 after startup. Service work outside this scope billed at $145 per technician hour plus parts, $218 after hours.
- Schedule
- Equipment lead time 3–4 weeks from order. Crane and installation Saturday, October 17, 6:00 a.m.–4:00 p.m. Startup and commissioning same day. Suite is unoccupied Saturday, so no weekday cooling interruption.
- Assumptions
- Existing curb is structurally sound and accepts a standard adapter. Roof access and crane staging in the west lot available Saturday morning. Existing 60A disconnect and circuit are adequate and code compliant. Existing ductwork is reused.
- Exclusions
- Roof repairs or structural modification, asbestos handling, duct cleaning or replacement, electrical service upgrades, building automation programming, permits (billed at cost if required by the jurisdiction) and weekday after-hours premium time.
- Payment terms and change orders
- 40% deposit ($8,040) at order to release equipment. Balance net 30 after startup. Service work outside this scope billed at $145 per technician hour plus parts, $218 after hours.
Download or customize
Downloading a blank or example PDF is free and does not use your free tracked proposal.
How to write this proposal
Gather this before quoting HVAC work
Replacement pricing depends as much on access as on equipment. Confirm both on site.
- Existing equipment make, model, serial, age and refrigerant type
- Curb dimensions and whether an adapter is required
- Crane or rigging access, staging area and the day it is available
- Existing electrical disconnect size and condition
- Controls in place and who programs the building automation system
Write the scope for the job type
A repair proposal names the diagnosed failure, the part, the labor and what is not covered if a second failure appears. A replacement proposal names equipment with capacity and efficiency, plus rigging, curb adapter, refrigerant, controls and startup. A maintenance agreement names visits per year, the task list per visit and the response commitment for unscheduled calls.
Common HVAC exclusions
Excluding these keeps a replacement price honest.
- Roof repairs, curb structural modification and patching
- Asbestos or hazardous material handling
- Duct cleaning, replacement or building-wide rebalancing
- Electrical service upgrades and new circuits
- Building automation programming performed by others
- Permits and after-hours premium time unless listed
How HVAC pricing is usually organized
Show equipment as its own line, then installation labor, rigging, curb and duct work, refrigerant, controls and startup. Customers comparing bids need to see whether the crane and curb adapter are in the number. Publish the hourly service rate and after-hours rate for work outside the scope.
Schedule around lead time and shutdown windows
State equipment lead time from order, the installation date, the required shutdown window and the startup date. If a weekend install avoids interrupting the tenant, say so — that is often worth more to the customer than a small price difference.
What confuses HVAC customers
Warranty is the big one. Separate labor warranty from manufacturer parts and compressor warranty, and note any registration requirement. The second is refrigerant: if the old unit uses a phased-down refrigerant, explain why a repair may be a short-term fix without predicting a failure date you cannot know.
Verify before sending
Confirm the model and capacity, that rigging and curb adapter are priced or excluded, that the refrigerant type is named, and that labor and equipment warranties are stated separately. Adapt contract language to your business and jurisdiction.
This template is a starting point, not legal advice, and it does not guarantee that any term is enforceable. Adapt contractual language to your business and your jurisdiction, and have a professional review agreements you rely on.
Before you send your proposal
- Existing equipment details and diagnosed condition are recorded
- Proposed equipment model, capacity and efficiency are named
- Rigging, curb adapter and duct transitions are priced or excluded
- Refrigerant type, charge and recovery are addressed
- Electrical and controls responsibility is assigned
- Startup, commissioning and a written report are included
- Labor warranty and manufacturer warranty are stated separately
- Deposit, service rates, payment terms and expiration are included
A professional proposal is only the beginning
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Track This Proposal FreeFrequently asked questions
What should an HVAC proposal include?
Existing equipment details, proposed equipment with capacity and efficiency, removal and disposal, rigging, curb adapter and duct work, refrigerant and line connections, electrical and controls responsibility, startup and commissioning, warranty terms, schedule with lead time, pricing, exclusions and an expiration date.
How should a maintenance agreement be described?
List the number of visits per year, the tasks performed at each visit, what consumables are included, the response commitment for unscheduled calls, and the discounted rate for repairs outside the agreement. Avoid promising an uptime result you cannot control.
Should equipment and labor be priced separately?
Usually yes on commercial replacements. Separate lines let the customer see whether the crane, curb adapter and startup are included, which is the most common difference between two bids that look far apart.
How should warranty be presented?
As two distinct items: your labor warranty for a stated number of months, and the manufacturer's parts and compressor warranty with any registration requirement noted. Do not merge them into a single vague warranty claim.
How long should an HVAC proposal stay valid?
Equipment pricing and lead times move, so 15 to 30 days is common. State the expiration date on the proposal and note that lead time runs from the order date, not the proposal date.
Can I download this HVAC template as a PDF?
Yes. Download the blank template or the completed example as a PDF at no cost, or customize it online first. PDF downloads never use your free tracked proposal.