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Proposal
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A4 document
format
HVAC
industry
Contractor
industry
Classic
design

HVAC proposal template

A free HVAC proposal template for residential installs and commercial bids, laid out the way buyers compare offers: load calculation, equipment specs, Good, Better and Best options, permits and warranty. Add your website and Cobl rebuilds it with your brand and your prices.

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Make this template yours

Turn this template into a real document for your company. Cobl adapts the content, branding and structure to your context.

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We never train a model on your content.
Format
A4 document
Length
11 pages
Sections
9 sections
Exports
PDF · Word
Time saved
≈ 3h30 per proposal
Hosted in the EU. No model training on your data.
What's inside

The nine sections an HVAC buyer checks

Homeowners and facility managers usually compare two or three bids. These are the sections they read to decide, in the order they read them.

1
Site assessment and load calculation
What you found on site: square footage, existing equipment, ductwork condition, and a Manual J load calculation. It justifies the system size before the price appears.
2
Recommended system
Brand, model, tonnage, SEER2 or AFUE rating and refrigerant type for each unit. Buyers compare these lines between bids, so they have to be exact.
3
Good, Better, Best options
Three system tiers side by side, with price, efficiency and warranty for each. The client chooses which system, not whether to go ahead.
4
Scope of work
Removal and disposal of the old equipment, ductwork changes, electrical and thermostat work, startup and testing. Each line says what is included.
5
Permits and code
The permits and inspections the job needs, who pulls them, and whether they are in the price. Local code items are listed, not assumed.
6
Schedule
Install date, how long the system will be off, and the inspection date. For commercial jobs, the work windows around building occupancy.
7
Pricing and payment
Price per option, deposit, balance on completion and financing if you offer it. Taxes and permit fees are shown on their own lines.
8
Warranty and maintenance
Manufacturer parts warranty and your labor warranty, kept separate, with the registration steps. An optional maintenance plan is priced here too.
9
Exclusions and acceptance
What the price does not cover, the option chosen, the validity date and the signature. The client signs the price they will pay.
How it works

From this template to client-ready

1
Start from the template

Click “Use this template”. You start from a real example, with its structure, its method and its design.

2
Add your context

Nothing to prepare. Cobl asks you the right questions and pulls your company knowledge: your CRM, your tools, your past work and your branding.

3
Get the best of both

Cobl assembles the two. The rigour of the template, with your content and your branding. So, what comes out is client-ready.

Why this template

Built the way buyers choose a system

An HVAC buyer compares bids line by line: the equipment, the efficiency, the warranty and the total. A generic proposal leaves those lines vague.

The equipment is spelled out

Model, tonnage, efficiency rating and refrigerant. A bid that says "new 3-ton system" is harder to trust than one that shows what goes in and why that size.

Three options, one decision

Good, Better and Best tiers side by side let the client trade efficiency and warranty against price, and keep that comparison inside your proposal.

Homes and commercial bids

Residential jobs get financing and a maintenance plan. Commercial bids get an equipment schedule, occupancy work windows and the items a facility manager checks.

FAQ

Questions about this template

Is the HVAC proposal template free?

Yes. Download it as it is, in A4 format, without an account. You only create one when you want Cobl to rewrite it with your own equipment lines, your prices and your branding.

What should an HVAC proposal include?

A site assessment with a load calculation, the recommended equipment with model, tonnage and efficiency rating, Good, Better and Best options, the scope of work including removal and disposal, permits, the schedule, pricing and payment terms, and separate manufacturer and labor warranties. The equipment specs and the options are the lines buyers usually compare between bids.

What should a commercial HVAC proposal look like?

It follows the same structure, with more detail where a facility manager or general contractor checks: an equipment schedule by unit, work windows around building occupancy, submittals, compliance with the bid documents, and a price broken down the way the bid form asks. If the job came from an RFP, answer in the order the RFP sets.

Can I use my own branding?

That is the point. Give Cobl your website and it reads your colours, your typography and your tone, then applies them to every page. Upload a past document and it locks onto your real design system.

Can I change the sections?

Yes. Add, remove or reorder anything. A template is a starting structure, not a locked form. Cobl remembers what you changed and applies it to the next document of the same type.

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Every deal deserves the right move. Make it.

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