← Back to Blog·Trade Guides·10 min read·February 20, 2026

How to Write an HVAC Proposal That Wins the Job [2026 Guide]

HVAC work is expensive, technical, and often urgent. That's exactly why your proposal matters more than you think. When a homeowner is facing a $10,000 system replacement, they're not just comparing prices — they're comparing trust. A detailed, professional proposal is how you earn it.

Most HVAC contractors lose jobs to competitors who aren't cheaper — just faster and more professional with their paperwork. Here's how to fix that.

Why HVAC Proposals Matter More Than Other Trades

HVAC installations are among the largest purchases a homeowner makes outside of a vehicle or a roof. A new central air system runs $5,000 to $15,000. At that price point, homeowners do their homework. They get multiple bids. They compare.

The contractor who sends a text message saying "$8,500 for new AC" loses to the one who sends a professional proposal explaining exactly what equipment they're installing, why they chose it, what the energy savings will be, and what warranty backs the work.

What Every HVAC Proposal Should Include

1. Equipment Specifications

This is where HVAC proposals differ from other trades. Homeowners research equipment. They'll Google the model number you specify. Make this work in your favor.

Include for every piece of equipment:

•Manufacturer and model number

•SEER or SEER2 rating (for cooling)

•HSPF rating (for heat pumps)

•AFUE rating (for furnaces)

•Tonnage or BTU capacity

•Refrigerant type (R-410A, R-32, etc.)

•Physical dimensions if relevant for tight installations

Don't just write "new AC unit." Write "Carrier 24ACC636A003 — 3-ton, 16 SEER2 air conditioner with R-410A refrigerant." The specificity builds confidence.

2. Load Calculation Reference

Professional HVAC contractors size systems based on Manual J load calculations, not rules of thumb. Mention this in your proposal. Even a simple line like "System size determined by Manual J load calculation for your home's specific heating and cooling requirements" differentiates you from contractors who eyeball it.

Oversized systems short-cycle, waste energy, and fail prematurely. Undersized systems can't keep up. Referencing proper sizing shows you know what you're doing.

3. Scope of Work

Break down every task:

•Remove and dispose of existing equipment

•Install new outdoor condenser unit on existing or new pad

•Install new indoor air handler or furnace

•Connect refrigerant lines (specify if new lines or reusing existing)

•Install or modify ductwork (specify what)

•Install new thermostat (specify model — smart thermostats are a selling point)

•Electrical connections and disconnect

•Vacuum and charge refrigerant system

•System startup, testing, and calibration

•Clean up work area

•Walk homeowner through new system operation

4. Energy Savings Estimate

This is your secret weapon. If the homeowner has a 10 SEER system and you're installing 16 SEER, that's roughly 37% more efficient. On a $200/month cooling bill, that's $74/month in savings.

Include a line like: "Based on the efficiency upgrade from your current system (estimated 10 SEER) to the proposed 16 SEER2 unit, you can expect approximately 35-40% reduction in cooling energy costs."

This reframes the conversation from "how much does it cost" to "how much will it save me."

5. Warranty Details

HVAC warranties are complex. Break them down clearly:

•Manufacturer equipment warranty (typically 10 years on parts with registration)

•Manufacturer compressor warranty (often longer — 10-12 years)

•Your labor warranty (typically 1-5 years depending on your business)

•What voids the warranty (improper maintenance, unlicensed modifications)

6. Pricing Breakdown

Itemize into logical categories:

•Equipment (condenser, air handler/furnace, thermostat)

•Installation labor

•Materials (refrigerant lines, electrical, ductwork modifications)

•Permits and inspections

•Disposal of old equipment

•System startup and commissioning

7. Financing Options

Many homeowners can't write a $10,000 check. If you offer financing through GreenSky, Synchrony, or similar, mention it in the proposal. Even "Financing available — ask for details" opens the door.

8. Timeline

Be realistic:

•Permit processing: 3-7 business days in most areas

•Equipment ordering: Typically in stock, but specify if there's a lead time

•Installation: 1-2 days for a standard residential replacement

•Inspection: Within 1 week of completion

Sample HVAC Proposal Breakdown

Here's what a real HVAC bid looks like for a standard 3-ton split system replacement. Use this as a template for your own pricing.

Project: Replace existing 3-ton, 10 SEER split system with new 16 SEER2 system. Single-story home, existing ductwork in good condition.

Equipment:

•Carrier 24ACC636A003 3-ton Condenser (16 SEER2): $2,800

•Carrier FX4DNF037L00 Air Handler: $1,600

•Ecobee Smart Thermostat Premium: $250

Equipment Subtotal: $4,650

Installation Materials:

•Refrigerant Line Set (30 ft, insulated): $320

•Electrical Disconnect and Whip: $180

•Condensate Drain Line and Trap: $85

•Concrete Pad (if needed): $120

•Miscellaneous (tape, sealant, hangers, fasteners): $145

Materials Subtotal: $850

Labor:

•System removal and disposal: $600

•Installation (2-person crew, 1.5 days): $2,400

•Electrical connections: $350

•System startup, vacuum, charge, and test: $400

Labor Subtotal: $3,750

Other:

•Permit and inspection: $250

•Equipment disposal fee: $100

Other Subtotal: $350

Project Total: $9,600

Energy Savings Note: Upgrading from 10 SEER to 16 SEER2 represents approximately 37% improvement in cooling efficiency. Based on average cooling costs of $150-200/month during summer, estimated annual savings of $300-500.

This mid-range example gives the homeowner full transparency. They can see exactly where every dollar goes, which makes your price much easier to accept than a competitor who just says "$9,600 for a new AC."

How to Price HVAC Work

Equipment Costs

Equipment is typically 40-50% of the total job cost. Wholesale prices vary by brand:

•Budget brands (Goodman, Amana): $1,500 - $3,000 for condenser + air handler

•Mid-range (Carrier, Lennox, Trane): $2,500 - $5,000

•Premium (Carrier Infinity, Lennox XC, Trane XL): $4,000 - $8,000

Labor and Installation

A standard split system replacement takes 1-2 days with a 2-person crew. Factor in:

•Crew labor (typically 8-16 man-hours)

•Crane or equipment for rooftop units

•Ductwork modifications (this is where costs vary most)

•Electrical upgrades if needed

The Total Picture

For a standard residential system replacement:

•2-ton system: $5,000 - $9,000

•3-ton system: $6,000 - $11,000

•4-ton system: $7,000 - $13,000

•5-ton system: $8,000 - $15,000

These ranges cover budget to mid-range equipment with standard installation. Premium equipment, complex ductwork, or difficult access adds to the top end.

Common HVAC Proposal Mistakes

1. Not specifying SEER ratings. Energy efficiency is a major selling point. Always include it.

2. Vague scope. "Install new HVAC system" doesn't tell the homeowner anything. Detail every step.

3. Missing warranty information. Homeowners making a five-figure investment want to know they're protected.

4. No permit mention. Skipping permits is illegal and unsafe. Including permit costs shows professionalism.

5. Slow delivery. HVAC breakdowns are emergencies. If someone's AC dies in July, the first contractor with a professional proposal wins. Every hour matters.

Generate Your HVAC Proposal in 60 Seconds

BidSnap's free HVAC proposal generator creates a professional, detailed bid with equipment specs, itemized pricing, timeline, and terms. Describe the job in plain English and download your proposal as a PDF.

Try the free HVAC proposal generator — no signup required.