All You Need To Know About the HVAC Proposal Template

An HVAC proposal is the right tool to use to be transparent with clients and book more services. HVAC proposals give you the opportunity to walk through your services and the details of the services and HVAC installation you plan to provide—all so you and the client can be on the same page.

Putting together an estimate template is an excellent way to keep track of what you expect a job to cost a client, whether they need help with air conditioning or another service. Developing your own HVAC services and HVAC installation template is possible, but take a look at these sample proposals to see what you should include.

Here’s more information on what you should know about using HVAC proposals as part of your workflow.

What is an HVAC proposal?

You have an A-list team providing HVAC services, a proven track record in the HVAC community, an exceptional reputation, and reasonable prices. All of these might be compelling but you need to distill all of that into a formal, written document like a proposal template to close the deal.

An HVAC business proposal is a business document prepared by the contractor for a potential client. The basics include the proposed services, their costs, and the anticipated timeline. In short, it’s an agreement that spells out the terms between both parties.

HVAC proposals are crucial in the industry for several reasons:

• Clarity and Understanding: Flesh out the details of the project so both parties are clear on the job’s specifics. If you are too casual or trusting (or you rely on good faith), you can get in trouble. The onus is on you to define the parameters from the outset.
• Legal Protection: Use the proposal as evidence in the case of any legal action. You should always put any important matters in writing because misunderstandings happen on the phone and in person.
• Professionalism: Demonstrate credibility and expertise with a branded HVAC proposal. Customers will feel more confident in your abilities when you present them with something that looks official instead of a generic Word document.
• Sales Tool: Close deals faster and stand out from competitors. Proposals can help potential customers come to a decision more quickly because they have all the details in front of them. Not every HVAC or air conditioning company is as intentional, and this can work to your advantage.

HVAC Proposal Must-Haves: Key Items

The details may vary, but your in-house HVAC proposal template should include the following elements:

1. Cover Letter

This is the part in the project proposal in which you set the tone. Include a few lines about your company, provide a high-level view of the proposed HVAC services and maintenance schedule, and state why you want to win their business. Don’t forget to make your experience and qualifications known.

2. Company Overview

Make the case for why your company is the one they should call when their air conditioning unit breaks down or their furnace goes on the fritz. Present relevant details about your enterprise’s history, size, and niche. You might show off client success stories and case studies to explain how your company has solved HVAC system problems. All of these aspects of an estimate template help the prospect get to know you better and understand how you might offer helpful HVAC services and solutions.

3. Project Summary

This is the section of the template in which you highlight your recommendations, related equipment, and any ancillary services necessary to get the job done.

4. Scope of Work

Detail the types of tasks that will be necessary for the job’s success, such as:

• Site inspection and assessment
• HVAC system equipment selection and procurement
• HVAC installation and setup
• Testing and commissioning
• Post-installation maintenance

Be as specific as possible in the bid proposal template to avoid any misalignment further down the road. Write the proposal in such a way that makes it clear you understand the homeowner’s needs and demonstrate how your solution can solve their problems.

5. Project Schedule or Timeline

Set expectations for the timeline for project completion. You should call out specific milestones and how long each phase will take.

6. Billing Overview

Be specific about your payment terms in the estimate template. For instance, some contractors require an upfront deposit, subsequent payments, and final payment. Make note of any fees or charges, such as late fees.

7. Post-Installation HVAC Maintenance Schedule

Be upfront about HVAC maintenance, including the timing and financial commitment.

8. Terms, Pricing, and Signoff

Spell out costs, including labor, supplies, and other expenses. Leave no uncertainty in the proposal around the scope of work and terms and conditions. Provide a section for the client to sign and date.

HVAC Proposal Templates to Download Right Now

HVAC proposals require a great deal of time and energy to craft. However, you don’t necessarily have to start from scratch. You can create HVAC proposals that get results by taking inspiration from these templates:

1. BetterProposals’ HVAC proposal template: Effective proposals are visually engaging and cover a lot of ground. This one stands out on both accounts.
2. PandaDoc HVAC Proposal: One element that sets this proposal apart is its use of client testimonials to demonstrate credibility.
3. HVAC System Replacement Proposal: This sample proposal is a great foundation for HVAC companies seeking to upgrade a unit.
4. HVAC Plan Review and Inspection Services Proposal: This scope of work reflects bringing infrastructure up to code.
5. HVAC Preventive Maintenance and Repair Services Proposal: In this situation, the contractor outlines work to prevent an HVAC system breakdown.
6. Basic HVAC Proposal: This template includes design and consulting services.
7. HVAC Proposal Template: The scope is broken down into several sections in these templates, making the information easier to digest.
8. HVAC Project Proposal: Download this free Google Slides theme, PowerPoint template, and Canva presentation template that will elevate your HVAC company’s image. Its thoughtful and modern design sends the right message.
9. Podium Business Proposal Template: While not specific to HVAC, this template can help service providers communicate their offerings in a clear and concise way.
10. HVAC Service Contract: This document spells out the scope and terms of work related to HVAC system routine tests.

These business proposal templates can be a framework for crafting professional and effective HVAC proposals that convert leads into customers. It might take some time to get it right, but once you do you’ll have a resource you can rely on time and again to win new business.

Grow Your HVAC Business With Podium

The future of your HVAC business depends on closing more deals. Writing winning proposal templates will set you up for success, but you also need to have a long-term plan for lead generation. Podium’s all-in-one solution can help HVAC services businesses gain a competitive edge with the following features:

• Lead Capture: Effortlessly capture leads from various sources, including your website, social media, and phone calls.
• Lead Qualification: Qualify leads based on their needs and potential value to your HVAC business.
• Efficient Follow-Up: Nurture leads through custom messaging and targeted marketing campaigns.

There’s no substitute for having the right tools and resources in your arsenal to succeed in the marketplace. High-performing HVAC contractors swear by solutions that help them stay organized and engaged with their customers. Let Podium’s AI CSR help you elevate the customer experience, turn missed calls into appointments, and track and follow up on leads 24/7.

Watch a demo and see how Podium can elevate your lead generation in 2024 and beyond.