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Free HVAC proposal template

An estimate is a price for a system. A proposal is the document the homeowner accepts, and it spells out what they are getting: the equipment, what is included, the warranty, and who handles the permits. Fill in the scope, materials, price, and payment schedule, then download it as a Word file or PDF.

  • Your business and the customer, with contact details
  • Scope of work, materials, and what's not included
  • Total price and a payment schedule
  • Start and finish dates
  • Change orders and a one-year workmanship warranty
  • Who pulls permits, plus cancellation and dispute terms
  • A space for the customer to accept and sign
Parties
The work
Price and schedule
Terms (editable)
Proposal
Parties
Contractor: Not specified
Customer: Not specified
Licensed and insured, NATE-certified techs, financing available
Scope of work
AC repair Furnace repair and install Seasonal tune-ups
Materials
Not specified
Not included
Not specified
Price and payment
Not specified
Schedule
Not specified
Change orders
Any work beyond the scope above is a change order. We will price it and get your written approval before we start it.
Workmanship warranty
We guarantee our workmanship for one year from the completion date. Materials are covered by the manufacturer's warranty. This does not cover normal wear, misuse, or work done by others.
Permits
We pull the permits this work requires. Permit fees are billed at cost unless they are already included in the price above.
Cancellation
Either side can cancel in writing before work starts. If you cancel after we have ordered materials or started work, you cover the cost of the work done and the materials bought up to that point.
Dispute resolution
If something goes wrong, both sides agree to talk it through in good faith first. If that does not settle it, we will use mediation before going to court.
Prepared by (contractor)
Accepted by (customer)

Free to download. No signup. Edit the Word file, or send the PDF as is.

How to use it

  1. 1
    Add your business and the customer
    Your details and theirs, with the address the work happens at.
  2. 2
    Describe the work
    Spell out the scope, materials, and what is not included.
  3. 3
    Set price and schedule
    Add the total, the payment schedule, and the start and finish dates.
  4. 4
    Download and send
    Save it as a Word file or PDF and send it over to be accepted.
FAQ

Common questions

Is the HVAC proposal template free?
Yes. Fill it out and download it as a Word file or PDF. No signup, no watermark.
What is the difference between an HVAC proposal and an HVAC estimate?
An estimate gives a high level view of the job and roughly what it costs. A proposal has that plus the detail, gives the exact amount, and is usually binding once both sides sign. In practice the estimate is what you leave with someone who is still deciding, and the proposal is what they put their name on.
How do I make an HVAC proposal?
Put the work in the scope box one line at a time, then name the actual equipment in the materials box: the outdoor unit, the coil, the line set, the thermostat, the disconnect, and the startup and testing. Then the price, the payment schedule, and the dates. The terms are already written and editable.
I show good, better and best. How does that work here?
Price the options however you normally do, then write the proposal for the system they picked. This document covers one agreed system in full rather than a menu, which is what makes it something they can accept and sign rather than something they are still choosing from.
Should permits be on the proposal?
Yes, and there is a permit clause already in the template. If permits and inspections are in your price, say so plainly and say you handle the applications. It removes a real worry and stops a homeowner assuming it is a separate bill later.
How do I write the warranty?
As two things, not one. The manufacturer covers its own equipment for its own term, and you cover your labor for yours. They are rarely the same length, so the warranty box should say both rather than giving a single number.
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