HVAC installation proposal: Free template
Customize this free HVAC installation proposal with Cobrief
Open this free HVAC installation proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on the system size, client needs, and property specifications. You can also use AI to review your draft — spot gaps, tighten language, and improve clarity before sending.
Once you're done, send, download, or save the proposal in one click — no formatting or setup required.
This template is fully customizable and built for real-world use — ideal for residential or commercial HVAC system installs, replacements, or upgrades. Whether you’re quoting a basic install or a full system redesign, this version gives you a structured head start and removes the guesswork.
What is an HVAC installation proposal?
An HVAC installation proposal is a professional document that outlines the plan, pricing, and scope for installing a heating, ventilation, and air conditioning system. It’s typically shared after a site assessment and includes all key details — from equipment specs to labor, timelines, and warranties.
This proposal helps the client understand what they’re getting, why it matters, and how the project will be completed.
An HVAC installation proposal helps:
- Communicate the full scope of system installation or replacement
- Provide transparent equipment and labor pricing
- Set expectations for project timelines and permit handling
- Build trust by showcasing professionalism and planning
If you're offering HVAC installs and want to move from quote to project approval, this format is designed to get the job moving.
Why use Cobrief to edit your proposal
Instead of sending a basic estimate or generic doc, use Cobrief to build and polish your HVAC proposal — with AI built in.
- Edit the proposal directly in your browser: Skip templates — click and start editing right away
- Rewrite sections with AI: Adjust tone, simplify language, or clarify technical descriptions in seconds
- Run a one-click AI review: Catch vague details, missed steps, or unclear pricing
- Apply AI suggestions instantly: Apply edits one-by-one or across the entire proposal in a click
- Share or export instantly: Send a live link or download a clean PDF or DOCX with your branding
Cobrief helps you close jobs faster by turning technical specs into client-friendly proposals.
When to use this proposal
This HVAC installation proposal works well in scenarios like:
- Replacing an old residential HVAC system
- Installing new systems in a commercial build or renovation
- Quoting ductwork, ventilation, or zoning upgrades
- Proposing high-efficiency or smart HVAC system packages
- Formalizing scope and cost after a walkthrough or inspection
Use this whenever you need to clearly present your recommendation and secure the job.
What to include in an HVAC installation proposal
Each section is designed to make your offer easy to understand and act on. Here's how to use them:
- Executive summary: Recap the client’s need and your recommendation (e.g., “Replace outdated split system with a high-efficiency, two-stage central HVAC unit to reduce energy costs and improve comfort.”)
- Scope of work: Detail exactly what’s included — equipment delivery, removal of old units, new system install, ductwork modifications, thermostat installation, etc.
- Equipment specifications: List the proposed system(s) — brand, model, tonnage, SEER rating, and any accessories (e.g., smart thermostat, air purifier, humidifier).
- Timeline: Share your estimated project schedule — from equipment arrival to full install and final testing.
- Permits and coordination: Clarify who’s responsible for permits, inspections, and utility coordination if applicable.
- Pricing: Provide a clear breakdown of equipment, labor, materials, and any extras or optional upgrades.
- Terms and conditions: Include payment schedule, warranty details, service limitations, and cancellation terms — written clearly.
- Next steps: Tell the client how to proceed — e.g., “Reply to confirm and schedule install,” or “Click to approve and we’ll start ordering materials.”
How to write an effective HVAC installation proposal
Clients care about cost, comfort, and reliability. Use these tips to make your proposal easier to approve:
- Keep it customer-focused: Highlight benefits like energy savings, comfort, and long-term reliability
- Be specific: Include model numbers, ratings, and warranty terms — avoid generic equipment listings
- Use plain-smart language: Skip HVAC jargon unless your client is technical
- Show transparency: Break down costs clearly and flag what’s not included (e.g., duct cleaning, upgrades)
- Reassure with warranty and support: Let them know your install includes support after the job is done
- Always close with a clear CTA: Don’t make them guess what to do next
Frequently asked questions (FAQs)
Can I include multiple system options in this proposal?
Yes — you can offer side-by-side options (e.g., standard vs. high-efficiency systems) with separate pricing and specs.
Does this proposal cover ductwork?
If ductwork is part of the project, include it in the scope and pricing — otherwise, note that existing ducts will be used or quoted separately.
Can I include optional add-ons like air purification or smart thermostats?
Absolutely — list them in a separate section or line items with pricing.
Can I export this as a branded PDF?
Yes — once you’ve edited the proposal in Cobrief, you can export a clean PDF or DOCX with your logo.
Is this proposal a contract?
No — this is a proposal. You can attach a formal agreement or work authorization separately for signature.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.