Free AI-generated HVAC proposal template — equipment specs, SEER ratings, rebate notes, and warranty terms. Customize in 2 min, send as PDF or link.
HVAC proposals are high-stakes documents. The average AC replacement runs $5,000-$12,000, and homeowners are comparing 2-4 bids they mostly can't evaluate. They look at the total number, the brand name, and whether the contractor seems trustworthy. A proposal that shows the SEER2 rating, calculates the rebate savings, specifies the refrigerant type, and includes a commissioning test gives the client something real to compare. That's how you win on value instead of price.
Proposal from
ComfortZone HVAC
Prepared for
Patricia Holt
Central AC Replacement
Lennox XC21 Central Air Conditioner, 3-ton, 21 SEER2. Replace existing 2007 Carrier 10 SEER unit. Includes new refrigerant lines, electrical disconnect, and pad-mounted condenser. Existing air handler/furnace compatible — no replacement needed.
Equipment: $3,200 Labor: $1,400 Permit & inspection: $175 Gross total: $4,775 Estimated utility rebate (SCE): -$600 Net to client: $4,175
Installation: 1 day (6-8 hours). System offline during installation. Permit inspection required within 30 days.
Lennox equipment: 10-year parts warranty (registration required within 60 days) ComfortZone labor: 2-year warranty Refrigerant: 1-year warranty
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Create Your Free AccountLead with the SEER2 rating. Clients shopping multiple quotes compare this number. A 18 SEER2 system vs. a 14 SEER2 system has a 10-year payback you can calculate — show the math.
List the current system's age and condition in the proposal header. It documents why you're recommending replacement instead of repair and protects you from 'you told me I needed a new system' claims.
Line-item the utility rebate separately. Many HVAC replacements qualify for $500-$2,000 in utility or federal rebates. Show the gross price and the net price after rebates.
Specify refrigerant type. R-22 vs. R-410A vs. R-454B matters for regulatory and cost reasons. Clients should know what they're getting.
Include a commissioning test note. Stating that you'll test static pressure and airflow at startup signals quality. Most cheap installs skip this.
Size the system in the proposal. An oversized AC cycles too frequently, wears out faster, and leaves the house humid. Show the Manual J load calculation or at least the tonnage recommendation and how you arrived at it.
Quote ductwork modifications separately. New systems often need duct resizing or sealing. Burying this cost in the equipment line makes your total look higher than competitors who skip it. Show it, explain why it matters.
Include financing terms if you offer them. A $7,500 system at $125/month closes faster than a $7,500 system due in full. Many manufacturers offer 0% for 12-18 months. Show the monthly payment on the proposal.
Every strong hvac proposal covers these elements. Skip one and you'll likely answer for it later.
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HVAC pricing guide →A central AC replacement runs $4,500-$12,000 depending on equipment tier, home size, and ductwork condition. A standard 3-ton, 16 SEER2 system for a 2,000 sq ft home lands around $5,500-$7,500 installed. High-efficiency units (20+ SEER2) and heat pumps cost more upfront but qualify for larger rebates and pay back in energy savings over 5-8 years.
Federal minimum is 14.3 SEER2 in the South and 13.4 in the North (as of 2023). A 16-18 SEER2 unit is the sweet spot for most homeowners: meaningful energy savings without the price premium of a 20+ SEER2 system. The higher the SEER2, the lower your monthly electric bill. Ask your contractor to show you the annual energy cost difference between the options they're quoting.
Federal tax credits (up to $2,000 for qualifying heat pumps under the Inflation Reduction Act), utility company rebates ($300-$1,500 depending on your provider and equipment efficiency), and manufacturer rebates ($100-$500 seasonally). A good HVAC proposal shows the gross price and the net-after-rebates price. Some contractors help with paperwork; others hand you the forms. Ask before signing.
A straightforward AC replacement (same size, same location, no ductwork changes) takes 4-8 hours. A full system replacement (AC + furnace or heat pump) takes 1-2 days. Add time for ductwork modifications, electrical upgrades, or if the equipment location is changing. Your HVAC will be off during installation, so plan accordingly in extreme heat or cold.
SEER2 is the updated testing standard (since January 2023) that uses higher external static pressure to better simulate real-world conditions. SEER2 numbers run about 5% lower than old SEER numbers for the same equipment. A unit rated at 16 SEER is roughly 15.2 SEER2. When comparing proposals, make sure both contractors are using the same rating system.
The $5,000 rule: multiply the repair cost by the system's age. If it exceeds $5,000, replace. Example: $400 repair on a 14-year-old system = $5,600, so replace. Also replace if it uses R-22 refrigerant (phased out, recharge costs $100-$200/lb), if it's 15+ years old, or if repair costs have hit 50% of replacement cost in the last two years.
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