What should an HVAC replacement quote include?
Already have an estimate?
Check the written scope free in about a minute — no account or file upload.
8 min read
Two HVAC replacement quotes can land on the same price and describe very different jobs — different equipment, different duct work, different warranties. The bottom line means little until you can see the scope behind it. Here is what a complete written quote should spell out so you can compare bids on equal footing.
The equipment, named exactly
A quote should list the outdoor unit and indoor unit (or air handler / furnace) by full model number, plus the AHRI reference number for the matched system. "A 3-ton 16 SEER2 system" is not enough — the same nominal rating can perform very differently depending on the matched coil and blower.
It should state the efficiency ratings (SEER2, EER2, HSPF2 for heat pumps; AFUE for gas furnaces) for the specific combination being installed, and whether the system is single-stage, two-stage, or variable-capacity.
How the size was determined
The quote or an attached document should say what heating and cooling loads the equipment was selected to meet, and how those loads were calculated. A Manual J load calculation based on your home's construction, insulation, windows, and orientation is the industry standard; square footage alone or "replace it with the same size" is not a load calculation.
Oversized equipment short-cycles, controls humidity poorly, and wears out faster. If two bids propose different tonnage for the same house, that difference is worth a direct question.
The full installation scope
Look for line items covering: removal and disposal of the old equipment; new refrigerant line set or a documented reuse with flush; the condensate drain and safety switch; electrical work, disconnect, and whip; the thermostat or controls; a new pad or mounting; and any duct sealing, modification, or added returns.
Duct work is where quotes diverge most. If one bid includes sealing or resizing ducts and another does not, they are not the same job even at the same price.
Permits, commissioning, and start-up
The quote should say the contractor pulls the mechanical permit and schedules the inspection, and name the fee. It should also describe commissioning: refrigerant charge verified by weight or subcooling/superheat, airflow measured and set, and a written record of the start-up readings handed to you.
For gas furnaces, the scope should include a combustion safety check and confirmation of proper venting.
Warranties, price, and terms
Two separate warranties matter: the manufacturer's parts warranty (often 10 years with registration — confirm who registers it) and the contractor's labor warranty (1 year is common; longer is better). Both should be in writing with their lengths.
The price should separate the cash price from financing costs, and list any manufacturer or utility rebates as conditional, not guaranteed. Payment should follow milestones, and there should be a written change-order process for anything found once work starts.
A complete HVAC replacement quote names…
- ✓Outdoor and indoor unit model numbers, and the matched-system AHRI reference
- ✓Efficiency ratings (SEER2 / EER2 / HSPF2 or AFUE) for that exact combination
- ✓The heating and cooling loads the equipment was sized to meet, and how they were calculated
- ✓Old-equipment removal and disposal
- ✓Refrigerant line set — new, or reused with a documented flush
- ✓Condensate drain, safety switch, electrical, disconnect, and thermostat
- ✓Any duct sealing, resizing, or added returns
- ✓The mechanical permit, its fee, and who pulls it
- ✓Commissioning: verified charge, measured airflow, written start-up readings
- ✓Manufacturer parts warranty and contractor labor warranty, both with lengths
- ✓Cash price separated from financing, with rebates listed as conditional
Free - no account - no upload
Check the quote you have
Choose the project type and answer one simple question at a time.
Free HVAC quote check
Answer ten plain-English questions about equipment, sizing, installation scope, commissioning, and warranties. No account or upload.
Check the HVAC quote freeCompare your HVAC bids side by side
Line up 2–3 replacement proposals on equipment, sizing, ducts, permits, and warranties before you choose.
Review the HVAC bidsPlain-English answers
Frequently asked questions
What is an AHRI reference number and why does it matter?
It identifies a specific tested combination of outdoor unit, indoor coil, and blower, with its verified efficiency and capacity ratings. Without it, you can't confirm the two bids are quoting equivalent systems.
Do I really need a Manual J load calculation?
It is the standard way to size residential HVAC, and many codes reference it. At minimum, ask each bidder to explain the loads they used and how they arrived at them — not just the tonnage of your old unit.
Is a bigger AC unit better?
No. An oversized system cools quickly then shuts off before it removes humidity, cycles on and off more, and wears out sooner. Right-sized is the goal.
What should commissioning include?
Refrigerant charge verified (by weight or subcooling/superheat), airflow measured and adjusted to spec, and — for gas — a combustion and venting check. Ask for the written start-up readings.