Free HVAC Estimate Template
A complete, line-item HVAC estimate you can preview below — condenser, air handler and coil, refrigerant line set, thermostat, sheet metal, labor and permit — plus a plain-language mechanical-code checklist covering sizing, combustion air, condensate and duct sealing.
| Line item | Qty | Amount |
|---|---|---|
| 3-ton condenser (14 SEER) | 1 | $2,150.00 |
| Air handler / evaporator coil | 1 | $1,280.00 |
| Refrigerant line set (25 ft) | 1 | $185.00 |
| Programmable thermostat | 1 | $145.00 |
| Sheet metal & supplies | 1 lot | $210.00 |
| Labor — HVAC technician | 14 hrs | $1,540.00 |
| Permit & inspection | 1 | $250.00 |
| Total | $5,760.00 | |
Payment schedule
How to measure and price hvac work
- Price the equipment package (condenser + coil/air handler or furnace) as one or two clear lines with model and efficiency rating.
- Add line set, thermostat, pad, disconnect and sheet metal as materials, then labor by installation hours.
- Always show the permit, inspection and start-up/commissioning separately — homeowners expect them itemized.
HVAC building-code guide
Mechanical inspectors look at how the equipment was sized, how combustion air and venting are handled, where the condensate goes, and how the ducts were sealed and insulated.
- Equipment must be sized from a heating/cooling load calculation (ACCA Manual J) — not by rule of thumb or by matching the old unit
- Duct design should follow Manual D; equipment selection Manual S
- Oversized A/C short-cycles, never dehumidifies, and is a common callback
- Fuel-burning appliances need combustion air: min 50 cu ft of room volume per 1,000 Btu/h, or dedicated outdoor air openings
- Vent connectors must maintain the required clearance to combustibles and slope upward min 1/4in per foot
- Direct-vent and condensing furnaces must follow the manufacturer's vent length/termination tables
- Condensate drain min 3/4in, sloped 1/8in per foot, discharged to an approved location — never onto the ground next to the foundation
- A secondary drain pan or float switch is required where damage could occur (attic and above-ceiling units)
- Refrigerant line sets must be insulated and supported; long runs need a line-length charge adjustment
- Joints and seams must be sealed with mastic or listed tape — cloth duct tape is not approved
- Ducts outside conditioned space: min R-8 insulation (R-6 in some climate zones for ducts in the floor cavity)
- Total duct leakage testing is required for new systems in most jurisdictions (≤4 CFM25 per 100 sq ft)
Code quick reference — HVAC
| Item | Requirement | Code reference |
|---|---|---|
| Duct insulation | R-8 in unconditioned space, R-6 in floor cavities | IECC R403.3.1 |
| Duct sealing | Mastic or UL 181 tape; leakage test required | IRC N1103 / M1601.4 |
| Combustion air | Sized per appliance input and room volume | IRC G2407 |
| Condensate | Secondary pan or float switch above finished space | IRC M1411.3 |
| Return air | No returns from garages, baths or closets with appliances | IRC M1602.2 |
| Equipment access | 30in working space and unobstructed service path | IRC M1305 |
Drawings & details
Simplified section and plan views of the details inspectors look at most. Illustrative only — not to scale.
Adjust the values — the drawing below updates in real time.
- 1 · Supply plenum — sized to CFM / static pressure(0.50")
- 2 · Insulated trunk duct — R-8 in unconditioned space(8.00")
- 3 · Return duct — never undersized(0.50")
- 4 · Filter + equipment platform — service clearance per label(0.50")
- Supply plenum: 0.50"
- Insulated trunk duct: 8.00"
- Return duct: 0.50"
- Filter + equipment platform: 0.50"
- Total assembly: 9.50" (9 8/16")
Adjust the values — the drawing below updates in real time.
- 1 · Front clearance — 30in working space(30.00")
- 2 · Rear clearance — Access path per label(24.00")
- 3 · Unit / fixture width — Air handler / furnace(60.00")
- 4 · Wall to wall — Total room dimension needed(6' 10 12/16")
- Front clearance: 30.00" · Rear clearance: 24.00"
- Unit / fixture width: 60.00"
- 30in working space
Inspection-day checklistShow
- Manual J / room-by-room load calculation on file for the permit.
- Duct joints sealed and straps supporting flex without crushing.
- Refrigerant line set insulated and penetrations sealed.
- Thermostat located away from supply registers and direct sun.
- Startup readings recorded: static pressure, delta-T, superheat/subcool.
Code references are based on the 2021 IRC and related model codes. Local amendments, state codes and manufacturer instructions can be stricter — always confirm with your local building department before starting work.
Common hvac estimating mistakes
- Quoting from the old unit's tonnage instead of a load calculation.
- Leaving out electrical work (disconnect, whip, breaker) that the job actually needs.
- Forgetting the secondary drain pan and float switch on attic installations.
Export a branded, client-ready PDF or send a sign-from-phone link.
Your client reviews and signs the estimate from any device.
Manual J sizing, combustion air, condensate protection and duct sealing/insulation requirements.
HVAC estimate FAQ
What should an HVAC estimate include?
An HVAC estimate should list the equipment (condenser, coil, air handler or furnace) with efficiency ratings, line set and thermostat, sheet metal or duct modifications, electrical connections, labor hours, the permit and inspection, and the start-up/commissioning.
How do you size an HVAC system for an estimate?
Sizing should come from an ACCA Manual J load calculation based on square footage, insulation, window area and climate zone. Manual S is used to select the equipment and Manual D to design the ducts.
What codes apply to residential HVAC work?
The IRC mechanical chapters (M1301–M1601) or the IMC apply: M1401 for equipment sizing, M1411 for condensate, M1601 for duct construction and sealing, and G2427 for venting of fuel-burning appliances.
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