What is a load calculation and why include it?

A load calculation estimates how much heating and cooling a home needs from its size, insulation, windows and climate. Including it shows the system is sized to the house instead of copied from the old one, which helps comfort and running cost.

How should I present good, better and best options?

Show the same scope at three equipment levels, with the price of each and what the client gets for the step up, such as higher efficiency or quieter operation. Keep the labor and ductwork lines identical so the difference is easy to see.

Can I mention rebates in an HVAC proposal?

You can say that rebates or tax credits may be available and that you will help with the paperwork. Avoid promising an amount, because eligibility depends on the equipment, the household and rules that change.

HVAC proposal template

Homeowners comparing HVAC quotes mostly compare the final number, so the quote that explains itself wins. This template starts with a load calculation, so the size of the system is a measurement and not an opinion, then itemises equipment, labor, ductwork and controls. The client sees why the system is the size it is and what each part costs.

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What your client receives

This is the page your client opens from your email, drawn exactly as PropoBox sends it. Your name, logo and client replace the placeholders; the prices are examples to replace with your own.

Your Studio

Proposal

Heat pump system installation

Prepared for Client company

A new heating and cooling system sized to your home with a load calculation rather than a guess, priced as equipment, labor, ductwork and controls so you can compare it with other quotes line by line.

Proposal no.: PROP-SAMPLE
Issued: November 2, 2026
Valid until: November 16, 2026
Delivery: November 23, 2026
Total: $11,800

Prepared by

Your Studio

Your name

you@example.com

Prepared for

Client company

Client name

client@example.com

Services and pricing

Load calculation and site assessment
Measure the home, calculate the heating and cooling load, and check the existing ducts and electrical supply.
$250
Heat pump system, 3-ton (equipment)
Outdoor unit and matching indoor air handler, sized to the load calculation.
$6,200
Installation labor and refrigerant lines
Remove the old system, set the new units, run and braze the line set, evacuate and charge the system.
$3,400
Ductwork modifications
Seal and adjust existing ducts and add a return where the load calculation calls for it.
$1,250
Thermostat and controls
Smart thermostat, wiring and a walk-through of how to use it.
$380
Permit and inspection
Permit fees and scheduling of the final inspection.
$320

Total$11,800

Terms

Payment: 40% on signing to order the equipment, and the balance on completion and startup.
Revisions: If the load calculation or site conditions change the equipment size, we will send an updated quote before ordering anything.
Additional terms: Equipment carries the manufacturer's warranty and registration is done for you; state your own labor warranty and its length. Electrical upgrades to the panel, if needed, are quoted separately. Rebates and tax credits depend on the equipment and your situation and are not guaranteed.

How to scope and price it

Lead with the load calculation. Charging for it, or crediting it against the job, shows the system is sized to the house.
Itemise equipment and labor. When the client sees the equipment cost, your labor line looks like what it is: skilled work.
Offer three options at different efficiency levels. Most clients choose the middle one, and showing all three keeps them from shopping for a fourth quote.
Say what is not included, such as panel upgrades. An electrical surprise is the most common reason an HVAC price moves.

The terms, and why

A 40% deposit covers the equipment order, which is most of the cost and hard to return once specified. The size-change clause protects you if the survey shows the first load estimate was wrong. Rebate language is deliberately cautious: programs change and depend on the equipment and the household, so promise help with the paperwork and not an amount.

Payment: 40% on signing to order the equipment, and the balance on completion and startup.
Revisions: If the load calculation or site conditions change the equipment size, we will send an updated quote before ordering anything.

Good, better, best: how to lay it out

Keep scope, labor and ductwork identical across the options. Only the equipment changes, so the difference is easy to see.

Good, better, best: how to lay it out
Option	What changes	What the client sees
Good	Standard-efficiency, single-stage equipment	The lowest price, with the basics covered
Better	Higher-efficiency, two-stage equipment	More even comfort and lower running cost for a modest step up
Best	Top-efficiency, variable-speed equipment	The quietest, most even comfort and the lowest running cost

HVAC proposal template: common questions

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Send it as a page your client can sign.

Start from this template, set your prices, and send it. The client opens it from your email, signs online and pays the deposit if you added your payment link, and you see every visit.

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