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Free HVAC Bid Proposal Template

HVAC jobs range from a quick tune-up to a full system replacement with ductwork. Listing equipment model, tonnage and labor separately helps homeowners compare options and makes it easy to offer good, better and best choices. The template below is pre-filled with sample HVAC line items — replace the prices with your own and download a PDF.

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Your Business
Bid Proposal
No. BID-1001
Date Oct 3, 2026
Valid until Nov 2, 2026
Prepared for
—
Job
HVAC bid proposal
DescriptionQtyRateAmount
3-ton 16 SEER2 heat pump (outdoor unit) 1 ea $4,200.00 $4,200.00
Matching air handler 1 ea $1,850.00 $1,850.00
Installation labor 12 hr $110.00 $1,320.00
Refrigerant line set and pad 1 ea $380.00 $380.00
Thermostat (programmable) 1 ea $225.00 $225.00
Removal and disposal of old equipment 1 ea $250.00 $250.00
Subtotal$8,225.00
Total$8,225.00
Terms
This bid is based on the scope described above. Changes to the scope will be quoted separately.
Customer signature
Date
Made with HardHat Quote · hardhatquote.com

What to include in a HVAC bid

  • Equipment brand, model number, tonnage and efficiency rating (SEER2 / AFUE)
  • Labor hours or a flat installation price
  • Ductwork, line sets, pads and other materials on separate lines
  • Manufacturer and labor warranty terms
  • Permit fees and any utility rebates the customer may claim

Sample HVAC bid line items

Sample prices for illustration only. Your rates depend on your market, materials and labor costs.

Line itemQtyRateAmount
3-ton 16 SEER2 heat pump (outdoor unit)1 ea$4,200.00$4,200.00
Matching air handler1 ea$1,850.00$1,850.00
Installation labor12 hr$110.00$1,320.00
Refrigerant line set and pad1 ea$380.00$380.00
Thermostat (programmable)1 ea$225.00$225.00
Removal and disposal of old equipment1 ea$250.00$250.00

How to fill out this template

  1. Add your company details and license number
  2. Enter the project name, owner and site address
  3. Break the scope into line items
  4. List exclusions and assumptions in the notes
  5. Set how long the bid is valid, then download or send it

More HVAC templates

HVAC Invoice TemplateHVAC Estimate TemplateHVAC Quote Template

Frequently asked questions

How do I write an HVAC estimate for a system replacement?

Start with the equipment (model, size, efficiency), then installation labor, materials such as line sets and pads, removal of the old unit, permits and warranty. Many techs add two or three options at different efficiency levels.

Should HVAC invoices show refrigerant separately?

Yes. Refrigerant is billed by the pound and prices change often, so a separate line keeps the invoice transparent and makes service calls easier to compare.

What is included in a construction bid?

The project details, a detailed scope of work, pricing, exclusions, schedule, payment terms, how long the bid is valid and a place for acceptance.

How do I make my bid stand out?

Be specific about scope and exclusions, respond quickly, and make it easy to accept. A bid the owner can approve online often gets an answer faster.

Bid Proposal Templates for other trades

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