Free HVAC Estimate Template
HVAC work requires precision — in the field and on paper. Before a technician installs a new furnace or recharges a broken air conditioner, the property owner needs a clear, professional document that explains what the work involves and what it will cost. This free HVAC estimate template gives heating and cooling contractors a professional format for quoting installations, replacements, repairs, and maintenance contracts.
The template covers all essential sections: equipment specifications, labor breakdown, permit fees, warranty terms, and financing options. Whether you are a one-person shop or a mid-size HVAC company, this template helps you send polished, complete estimates that build trust and close jobs.
What Is an HVAC Estimate?
An HVAC estimate is a document that communicates the expected cost of heating, ventilation, or air conditioning work. HVAC contractors provide estimates before performing significant work — system replacements, major repairs, new installations — so the property owner understands what they are committing to financially.
The estimate begins with a site inspection or diagnostic call where the contractor assesses the existing system (or the plans for a new construction project), discusses the owner's needs and budget, and gathers the information needed to produce an accurate cost projection. The estimate is then written up and delivered to the client for review and approval.
Because HVAC equipment is a significant purchase for most homeowners, a professional estimate should do more than list a price. It should explain the recommended equipment and why, clarify the scope of work, set expectations around timelines and disruptions, and outline warranty coverage. A well-presented estimate positions the contractor as a trusted advisor rather than just a vendor.
Key Sections of an HVAC Estimate
Contractor Information — Company name, logo, address, phone, email, website, state HVAC license number, and proof of insurance. In many states, the license number must appear on all contracts and significant documents.
Client and Property Information — Homeowner or business name, service address (which may differ from billing address), contact phone and email, and the date of the inspection or estimate.
Existing System Assessment — Brief description of the current HVAC equipment: age, brand, model, capacity (tons/BTU), efficiency rating (SEER/AFUE), and current condition. Note any deficiencies identified during inspection.
Recommended Equipment — For replacements or new installations, specify the proposed equipment by make, model, and key specifications. Include:
- Cooling capacity (tons)
- Heating capacity (BTU)
- Efficiency rating (SEER for AC, AFUE for furnaces)
- Refrigerant type
- Any notable features (two-stage, variable speed, smart thermostats)
Scope of Work — Detailed description of what will be done: removal and disposal of old equipment (if applicable), installation of new equipment, any ductwork modifications, thermostat installation or upgrade, refrigerant charging, system testing, and site cleanup.
Itemized Pricing
- Equipment cost
- Freight and delivery
- Old equipment removal and disposal
- Labor (itemized by task)
- Ductwork modifications
- Thermostat/controls
- Permits and inspections
- Refrigerant (if applicable)
- Miscellaneous materials and supplies
Warranty Information — Equipment manufacturer's warranty (with terms and registration requirements) and contractor's installation warranty (what it covers, how long it lasts, what voids it).
Payment Terms — Deposit amount (industry standard is 25-50% for equipment orders), payment schedule, accepted payment methods, and financing options if offered.
Validity Period — State how long the estimate is valid (typically 30 days), after which material and labor pricing may be subject to change.
How to Create an Accurate HVAC Estimate
Step 1: Inspect the System or Review Plans — For replacements, inspect the existing equipment, measure supply and return ducts, assess the installation environment, and check electrical service. For new construction, review architectural and mechanical plans for the loads and routing.
Step 2: Perform a Load Calculation — Use Manual J (residential) or Manual N (commercial) to properly size the equipment. Do not guess or use rules of thumb — a properly sized system performs better, lasts longer, and avoids callbacks.
Step 3: Select Equipment — Choose equipment that meets the load requirements, fits the budget, and aligns with the client's preferences. Present the recommendation with the efficiency and comfort benefits explained.
Step 4: Price the Job — Get equipment pricing from your supplier, estimate labor hours for each task, add permit fees and disposal costs, and calculate your overhead and margin. Use a consistent markup structure to ensure profitability across all jobs.
Step 5: Present Professionally — Deliver the estimate with a brief explanation of the recommendation and the pricing rationale. Offer to answer questions and, if possible, walk the client through the estimate in person or over the phone.
Sample HVAC Estimate
Arctic Air HVAC Services
1200 Furnace Road, Boise, ID 83702
Phone: (555) 234-5678 | License: HVAC-789456 | Insured
ESTIMATE #AA-2026-0414
Date: April 14, 2026
Valid Until: May 14, 2026
Client: Michael Torres
Property: 345 Aspen Lane, Boise, ID 83702
Existing System: 2005 Ruud 3-ton split AC, 80,000 BTU gas furnace (AFUE 80%). Approaching end of service life.
Recommended Equipment: Carrier 24ANA6 Variable Speed 4-ton AC (16 SEER) + ComfortEdge 58STA150 150,000 BTU Two-Stage Gas Furnace (96.5% AFUE)
| Item | Cost |
|---|---|
| Carrier 24ANA6 4-ton AC | $4,200 |
| Carrier 58STA150 150k BTU furnace | $3,850 |
| Removal/disposal of old equipment | $650 |
| Labor — equipment installation | $2,200 |
| Labor — refrigerant recovery/recharge | $350 |
| New refrigerant R-410A | $420 |
| Permits and inspection | $285 |
| Thermostat (ecobee SmartThermostat) | $275 |
| Electrical modifications (allowance) | $400 |
| Estimated Total | $12,630 |
Warranty: Equipment — 10-year parts warranty (registration required). Labor — 2-year installation warranty.
Payment Terms: 40% deposit ($5,052) due upon acceptance. Balance ($7,578) due upon completion.
Related Templates
- Plumbing Estimate Template — Similar format for plumbing contractors.
- Electrical Estimate Template — Format for electrical contractors.
- Contractor Estimate Template — General-purpose contractor estimate.
- Home Renovation Estimate Template — For HVAC replacement during renovations.
- Free Estimate Template — Universal free estimate format.