Is this HVAC proposal template actually free?

Yes. Copy the Markdown, paste into your tool of choice, customize for your customer. No email gate, no watermark.

Should I list specific equipment model numbers in the proposal?

Yes. Buyers shop competing bids by model number. Listing the exact outdoor unit, indoor unit, and matched coil is what separates a professional proposal from a vague 'new system' quote — and it's required for the SEER2 rating to be honored under warranty.

Flat price or itemized?

Flat turnkey, with rebates shown as line-item deductions below the total. Itemizing labor vs. equipment invites the customer to call three other companies and ask them to 'match the equipment line.' The template puts equipment and labor in separate sections for transparency, but the price section shows one number.

How important is the load calculation section?

Critical. A Manual J calculation is the difference between a professional bid and a guess. Mentioning it in the proposal also disqualifies competitors who skipped it — and oversized systems are the #1 cause of warranty callbacks.

How do I know if my customer actually read the proposal?

That's exactly what Proposal Tracker is built for. Send this template through a tracked link and you'll see which sections each recipient scrolled through, how long they spent on pricing and financing, whether they came back for a second read, and a single hot-lead score per recipient.

HVAC Proposal Template (Free) — Trackable Per-Recipient

1. Executive summary

[Customer Name] needs to [replace aging system / install new system / upgrade to higher-efficiency equipment] at [property address]. This proposal outlines a complete [system type — e.g. 3-ton 16 SEER2 heat pump with matched air handler] installation with permits, startup, and a [10]-year parts warranty included. Headline numbers: - Equipment: [Brand] [Model], [tonnage], [SEER2 / AFUE rating] - Total investment: $[ABC] (turnkey, no surprise add-ons) - Estimated install time: [1 / 2] days - Financing available: as low as $[X]/mo with approved credit - Manufacturer rebate eligible: $[X] - Utility rebate eligible: $[X] Fully licensed, bonded, and insured. NATE-certified technicians. Manufacturer-authorized dealer for [Brand].

2. Site assessment & load calculation

Before pricing this proposal we performed an on-site evaluation on [date]. Notes from that visit: 1. Property profile - Conditioned square footage: [N] sq ft - Stories: [N] - Existing system: [age, brand, tonnage, fuel type] - Ductwork condition: [good / needs sealing / needs replacement in attic] 2. Manual J load calculation - Cooling load: [N] BTU/hr → recommended [N]-ton system - Heating load: [N] BTU/hr - Right-sizing matters: oversized systems short-cycle, fail early, and don't dehumidify 3. Current pain points (per homeowner) - [e.g. upstairs runs 6° warmer than downstairs] - [e.g. system runs constantly in July without cooling the house] - [e.g. utility bills climbed from $X to $Y over the last two summers] 4. Special considerations - Electrical panel capacity: [confirmed / upgrade needed — quoted separately] - Thermostat wiring: [adequate / new C-wire required, included] - Refrigerant line set: [reusable / replace, included]

3. Equipment

Outdoor unit - [Brand] [Model Number] - [N]-ton capacity - [SEER2] rating cooling / [HSPF2] heating (heat pumps) - Two-stage / variable-speed compressor - 10-year compressor warranty (registered) Indoor unit (air handler / furnace) - [Brand] [Model Number] - Variable-speed ECM blower - Matched coil sized to outdoor unit (required for SEER2 rating and warranty) Thermostat - [Brand / Model] smart thermostat - Wi-Fi enabled, remote control via app - Installed and paired Included materials - New refrigerant line set (sized for system) - New disconnect box and whip - New equipment pad - Condensate pump or gravity drain with safety float switch - Surge protector on outdoor unit - All copper, fittings, tape, and consumables

4. Labor & installation scope

Day-of install includes: Removal & disposal - Pump down and recover refrigerant per EPA Section 608 - Disconnect and remove existing equipment - Haul away and properly dispose of old units (no extra fee) Installation - Set new outdoor unit on level pad with proper clearances - Install matched indoor unit with sealed plenum connections - Run and braze new refrigerant line set with nitrogen purge - Pull deep vacuum (500 microns), hold and verify - Charge system to manufacturer spec by weight - Install new disconnect, whip, and surge protector - Wire thermostat, configure, and pair to homeowner's Wi-Fi - Seal supply and return plenums, mastic on all joints Startup & commissioning - Verify static pressure, airflow (CFM), and temperature split - Document refrigerant charge, superheat, and subcooling - Walk homeowner through thermostat and filter access - Submit warranty registration on your behalf Permits & inspection - Pull all required permits - Schedule and meet [city / county] inspector - Inspection fees included

5. Warranty & maintenance

Manufacturer warranty (registered on your behalf within 60 days) - 10-year parts on compressor and major components - 10-year parts on heat exchanger (furnaces) - Coverage is non-transferable unless you register the home sale within 90 days — we'll send you the link Our workmanship warranty - 2 years on labor, no charge - Includes diagnostic, repair, and refrigerant for any installation-related issue Optional extended labor coverage - 10-year labor extension: $[X] one-time - Covers 100% of labor on any warrantied part for 10 years - Recommended for systems installed in attics or tight crawlspaces Maintenance plan (optional, not required) - $[X] / year for two precision tune-ups (spring + fall) - 15% off any repair - Priority scheduling, no overtime fees - Maintains manufacturer warranty in good standing

6. Investment & financing

Total turnkey price: $[ABC] Includes equipment, labor, permits, disposal, startup, and registration. No add-ons after signature. Rebates & incentives (applied or filed on your behalf) - Manufacturer rebate: –$[X] - [Utility company] rebate: –$[X] - Federal tax credit (25C, qualifying heat pumps): up to $2,000 — consult your tax advisor Net after rebates: $[ABC] Payment options - Cash / check / card at completion: $[ABC] - 0% financing for [12 / 18] months with approved credit - Low monthly: as low as $[X]/mo for [N] months at [X.XX]% APR with approved credit through [lender] Price holds for 30 days from [date]. Equipment availability subject to manufacturer stock at time of signature.

7. Next steps

If this looks like a fit: 1. Reply, text, or call to confirm and pick an install date 2. We'll send the signed agreement and (if financing) the lender application link 3. Install typically scheduled within 5–10 business days of signature 4. We pull permits and notify you the day before install Questions on equipment options, a different efficiency tier, or splitting the system across zones? Reply to this proposal — happy to walk through it. — [Your name] [Your HVAC company] [License #] · [Email] · [Phone]

HVAC Proposal Template