HVAC Quote Template
Condenser, air handler, line set and permit, priced to the model number. Free PDF, no sign-up.
A changeout can be priced before anyone starts because everything that decides the number is visible: the tonnage the house calls for, the model being installed, the length of the line set and whether the ducts can carry the new blower. So an HVAC quote is a commitment rather than a guess — but it commits to a model number and a distributor's price, and both have a shelf life. Name the equipment on the document and the price stands on something a homeowner can check.
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QUOTE
Issued
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Issued by
Meridian Air Systems
3418 South Harvard Avenue 74107 Tulsa, OK United States quotes@meridianair.example |
Bill to
Dana Whitfield
1207 Hawthorne Circle 74012 Broken Arrow, OK United States d.whitfield@example.com |
| Description | Qty | Rate | Tax | Amount |
|---|---|---|---|---|
3-ton condenser, 15.2 SEER2 Supplied and set on a new composite pad, R-454B | 1 | $3,480.00 | — | $3,480.00 |
Matched air handler with TXV coil Installed in the attic platform, new secondary pan and float switch | 1 | $2,260.00 | — | $2,260.00 |
Line set replacement 32 feet, insulated, run through the existing chase | 32 | $18.00 | — | $576.00 |
Return drop and plenum rebuild Static pressure measured at 0.92 in. w.c.; return upsized to 20 in. | 1 | $740.00 | — | $740.00 |
Mechanical permit and inspection Pulled in the homeowner's jurisdiction, inspection attended | 1 | $215.00 | — | $215.00 |
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What this quote commits you to
- How long it stands
- 30 days. Our distributor holds equipment pricing for that window; past it the condenser and air handler are re-priced at the day's list.
- What it does not cover
- Electrical service upgrades, gas line alterations, permits pulled by anyone else, and abatement of asbestos or vermiculite found in the plenum.
- What would change the price
- A duct system that fails its static pressure test once the new blower is in, or a line set that cannot be reused after the nitrogen pressure test.
- How the client accepts it
- Sign the quote and pick an installation week; equipment is not released from the distributor until both have come back.
Edit this template Free, no account, no watermark — download the PDF when you are done.
When the work is done, invoice it
How to quote an HVAC installation
What to put on an HVAC quote
- The condenser and air handler by model number, not by tonnage alone
- SEER2 rating, because it is what the rebate and the comparison shopping turn on
- Line set: reused, or replaced, and how many feet of it
- The permit and the mechanical inspection as their own line
- Whether the existing duct work was static-pressure tested, and what the test said
- Manufacturer warranty on the equipment and your own labour warranty, stated separately
- The utility or manufacturer rebate you will file on the homeowner's behalf
Questions
How long should an HVAC quote stay valid?
As long as your distributor holds equipment pricing to you, which is usually thirty days. Quoting sixty on a condenser you can only buy at thirty means eating the difference or reopening a price the homeowner thought was settled.
Should the quote name the model number?
Yes, and it is the single most useful line on the document. A homeowner comparing three quotes on tonnage alone is comparing nothing; a model number lets them see that one bid is a builder-grade single stage and another is a two-stage unit.
What if the ducts cannot handle the new system?
That is what the static pressure test is for, and it belongs on the quote as a finding rather than as an assumption. If the test has not been done, say so and name the return-drop work as a priced option instead of leaving it to surface on install day.
About the free quote generator
Is this quote generator really free?
Yes. There is no fee, no trial period and no watermark on the PDF. Nothing on this page requires a credit card.
What is the difference between a quote and an estimate?
A quote is a fixed price you are offering to hold, and it is binding on you once the client accepts it. An estimate is your best projection of the cost and can move if the job does. If the scope is not settled yet, send an estimate instead.
Is a quote legally binding?
Once a client accepts it within the period it stands, a quote generally forms a contract at that price — the details depend on your jurisdiction and on what the document itself says. That is why the price, the scope and the exclusions all belong in writing, and why the document prints the date the offer expires.
How long should a quote be valid until?
Thirty days is the common default, and two weeks is sensible when materials prices are moving. Whatever you choose, state it on the quote: an offer with no expiry is an offer you have made for ever.
Can I raise the price after the client accepts?
Not unilaterally, which is the point of quoting rather than estimating. What you can do is price the variations the client asks for afterwards, provided the quote said what was and was not included.
Do I need to create an account?
No. Fill in the form and download the PDF directly — there is no sign-up and no login for this tool.
Can the client accept the quote online?
Not from a downloaded PDF. Saving the quote to an account gives it a link the client opens and answers on, and the acceptance is recorded against the document rather than living in an email thread.
Can I use this for any currency or country?
Yes. Choose any currency and country for either party — the totals and formatting follow your selection.
Ready to send it?
The template opens in the free quote generator with these lines already on it. Change what you like, download the PDF.
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