HVAC Estimate Checklist
A complete HVAC estimate names the equipment, spells out labor and ductwork, includes permits, states the warranty and lists what is not covered. This checklist has 26 items across 7 sections. Hold your estimate up against it before you sign.
Looking for the general version? See the HVAC quote checklist, how to compare HVAC quotes, and the HVAC cost guide.
Equipment
The estimate should name exactly what is being installed, so you can compare it with other quotes and check it on install day.
Brand and model number for each unit
Outdoor unit, indoor coil or furnace, and air handler if there is one. 'Standard 3-ton AC' is not enough.
System type and size
Central AC, furnace, heat pump or mini-split, with the capacity in tons or BTUs.
Efficiency ratings
SEER2 for cooling, AFUE for furnaces, HSPF2 for heat pumps.
Refrigerant type
The refrigerant the new system uses, so you know what service will involve later.
Thermostat
Whether one is included and which model. Ask if it works with your system's stages.
Accessories
Pad, line set, disconnect, drain pan, air filter and any new vents or returns, listed or marked as excluded.
Labor and installation
Labor should be easy to find in the estimate, not buried in an equipment total.
Removal and disposal of the old system
Old refrigerant must be recovered by a certified technician. Ask who handles it.
Installation scope
Mounting, line set, electrical connections, condensate drain and gas connections where they apply.
Load calculation or sizing method
A good contractor sizes the system for your home instead of copying the old unit's size.
Startup and commissioning
Testing the system under load, including airflow and temperature checks.
Schedule
Expected start date and how many days the job takes.
Ductwork
Even great equipment performs badly through leaky or undersized ducts.
Duct inspection
Whether the ducts are inspected and what happens if problems are found.
Repair or replacement rates
A price or hourly rate for any duct work, so it is not a surprise change order.
Sealing and insulation
Whether duct sealing is included, especially in attics and crawl spaces.
Permits and inspections
Most areas require a permit to replace HVAC equipment.
Permit fees included
Who pulls the permit and whether the fee is in the total.
Inspection scheduling
The contractor should handle it and tell you when it is done.
Local code items
Anything your area requires, such as disconnects, venting or condensate rules.
Warranty
There are usually two warranties, and they cover different things.
Manufacturer equipment warranty
The length and what it covers. Many require registration after install.
Contractor labor warranty
How long the installer stands behind their work, in writing.
Conditions that void coverage
Ask whether unpermitted work or skipped maintenance affects the warranty.
Exclusions and extras
What an estimate leaves out can cost as much as what it includes.
Stated exclusions
Electrical upgrades, drywall or paint repair, asbestos or mold, and gas line changes should be listed if not covered.
Change order process
How price changes are approved in writing before the work happens.
Rebates and financing
Whether the contractor helps with utility or manufacturer rebates, and if financing terms are separate.
Payment terms
Payment should follow progress, not run ahead of it.
Deposit amount
A deposit to order equipment is normal. Ask what percentage and when it is due.
Final payment trigger
Tie the last payment to completed startup and inspection, not just arrival of the equipment.
License and insurance
Contractor license number and proof of insurance, listed on the estimate or contract.
What to do if items are missing
Ask the contractor to add each missing item to the estimate in writing. If you are comparing several estimates, make sure each one covers the same items before you compare price. Our guide on how to negotiate with a contractor has email templates you can use, and questions to ask a contractor about a quote covers the rest.