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Free HVAC Quote 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
Quote
No. Q-1001
Date Oct 3, 2026
Valid until Nov 2, 2026
Prepared for
—
Job
HVAC quote
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 estimate is valid until the date shown above. Prices may change if the scope of work changes.
Customer signature
Date
Made with HardHat Quote · hardhatquote.com

What to include in a HVAC quote

  • 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 quote 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 business details and logo
  2. Enter the customer details
  3. List the work with quantities and fixed prices
  4. Add tax, discount and deposit
  5. Set how long the quote is valid, then download or send it

More HVAC templates

HVAC Invoice TemplateHVAC Bid Proposal TemplateHVAC Estimate 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 the difference between a quote and an estimate?

A quote is a fixed price for a clearly defined job; an estimate is an approximate price that can change. Use a quote when you know exactly what the job involves.

What should a quote include?

Your business details, the customer, a quote number and date, each item with price, taxes, the total, how long the quote is valid and your terms.

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