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Resources / Templates / Proposal / Hvac

Free

Professional HVAC Proposal Template

A free HVAC proposal generator built for presenting a recommended solution, not just a price. Explain what you found, recommend the right fix, present Good, Better, and Best system options with clear equipment specifications, show available financing terms, and spell out inclusions, warranties, and applicable rebates. Fill it in below and download a professional proposal. No signup, no email.
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Proposal
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Create an HVAC proposal with our free generator

Enter the customer and installation details, explain the recommended solution, build your Good, Better, and Best options, and add financing information where applicable. Your proposal updates live on the right, ready to download when it's complete.

Your HVAC business
Proposal details
Prepared for
Recommended solution
System options — Good · Better · Best
Good
Better
Best
Financing (optional)
Inclusions, warranty & payment
Your business
Proposal #—
PREPARED FOR
Customer name
Prices include equipment, professional installation, and haul-away of the old system. Plus applicable tax and permit fees.
Accepted by (signature)
Date
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Tip: in the print dialog, choose “Save as PDF” to download.

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Save Your Custom HVAC Proposal Template

Download your completed proposal as a PDF to email to the customer or present during the sales visit. Add your logo, business information, license details, standard Good, Better, and Best packages, and warranty language, then reuse the same structure for future installations and system replacements.

A tiered proposal gives homeowners a clear way to compare equipment, features, pricing, and warranty coverage. Keeping the recommended option clearly defined also helps the customer understand why you’re recommending one system over another.

Try Arrivy Free for HVAC Proposals

With Arrivy, your proposal can become part of the broader service workflow. Keep customer information, project details, scheduling, work orders, and billing connected so your team can coordinate installation work after approval.

See how Arrivy fits into your HVAC sales workflow. Book a demo.

How to Create a HVAC Proposal

Use the free generator above, or build one yourself. A quote gives the customer a price; a proposal explains the problem, recommends a solution, compares options, and lays out what the customer gets for the investment. Get these six things right.

  1. 1. Add your business, license, and credentials. Include your logo, company name, phone, email, applicable HVAC license information, and relevant certifications such as NATE or EPA credentials. Use the credentials and license information required for your business and jurisdiction.
  2. 2. Name the customer and installation address. Include the customer's name, service or installation address, and contact information. Keep the installation location clear, especially when the billing address is different.
  3. 3. Lead with the recommended solution. Briefly explain what you found, such as an aging system, inadequate capacity, repeated failures, or a component that has reached the end of its useful service life. Then explain what you recommend and why. This gives the customer context before they see the price.
  4. 4. Present Good, Better, and Best options with clear specifications. Give each system option a defined scope and equipment details such as efficiency rating, staging, model or series, and capacity. Explain what changes between the options so the customer can compare them based on equipment, performance, and price.
  5. 5. Show financing and applicable rebates. If you offer financing, include the project price, APR, term, and estimated monthly payment for each option. If applicable, list current utility, state, or other incentives the customer may qualify for. Clearly identify eligibility requirements and avoid presenting an incentive as guaranteed.
  6. 6. Spell out inclusions, warranty, payment terms, and acceptance. State what the installation includes, such as permits, equipment removal, startup, and applicable inspections. Separate manufacturer warranties from your workmanship warranty, explain the payment terms, and finish with an acceptance and signature section.

Common Elements of an HVAC Proposal

A complete HVAC proposal should explain the recommended solution, give the customer meaningful options, and make the project terms clear:

1.

Business, license, and credentials

Company information, applicable HVAC license details, and relevant certifications or credentials.

2.

Recommended-solution narrative

What was found, why the work is recommended, and how the proposed system addresses the customer's needs.

3.

Good, Better, and Best options

Three clearly defined system packages with equipment specifications, efficiency information, capacity, features, and pricing.

4.

Financing information

Project price, applicable APR and term, and estimated monthly payment for each option when financing is available.

5.

Rebates and incentives

Current utility, state, or other applicable incentives, with eligibility requirements clearly stated.

6.

Inclusions, warranty, and acceptance

Installation inclusions, permits and equipment removal where applicable, manufacturer and workmanship warranty information, payment terms, and customer acceptance.

Frequently Asked Questions

A quote primarily provides pricing for a defined scope of work, while a proposal typically provides more context around the recommended solution. It may include the scope, service options, pricing, terms, and other details that help the customer evaluate the proposed work.
A professional proposal typically includes your business and customer details, the recommended solution, scope of work, service options and pricing, applicable financing or incentives, inclusions and exclusions, warranties, payment terms, and acceptance details.
A Good, Better, Best proposal presents three service options at different levels of scope, features, or pricing. This gives customers a clear way to compare the available options and choose the one that best fits their needs and budget.

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Arrivy keeps releasing new helpful templates and tools every week. We’ll send you updates every week. No spam