Quote · HVAC
Free HVAC quote template
Free HVAC quote template for heating and air conditioning engineers: unit options, labour, parts, VAT, deposit and acceptance. PDF, Word or online.
- Formats
- PDF · Word · Fill online
- Paper
- A4
- Currency
- GBP
Free to download, no email needed. Fill it in online and sign up only when you send it to a customer.
Quick answer
A heating or air conditioning quote gives a fixed price for a defined job. It shows your business details, VAT number, Gas Safe registration number for gas work and MCS details if you hold them, the customer and address, a quote number and date, the scope of works, the boiler or unit by make and model, labour and parts, any options, whether VAT is included, how long the price is valid, any deposit and a space to accept.
What to include
- Business name, address and contact details; VAT number if VAT-registered
- Gas Safe registration number for gas work, and MCS details if you hold them
- Customer's name, address, date and quote number
- Scope of works: what's included and what isn't
- Unit by make, model and output
- Labour, parts and materials priced separately
- Options, such as two or three units, one recommended
- VAT: prices shown inc. or exc. VAT
- Deposit, quote valid until, and when the price can change
- Acceptance: customer's signature and date
Example, line by line
| Item | Qty | Unit price | Amount |
|---|---|---|---|
| Combi boiler, 30kW (each) | 1 | £1,650.00 | £1,650.00 |
| Flue kit (each) | 1 | £110.00 | £110.00 |
| Magnetic system filter (each) | 1 | £120.00 | £120.00 |
| Smart thermostat (each) | 1 | £180.00 | £180.00 |
| Powerflush, up to 10 radiators (each) | 1 | £450.00 | £450.00 |
| Labour (day) | 2 | £300.00 | £600.00 |
| Building Regs notification (each) | 1 | £60.00 | £60.00 |
| Total | £3,170.00 | ||
How to use it
- 1Download it, or fill it in online.
- 2Add your own prices and your customer's details.
- 3Send it, get it signed and collect the deposit.
Heating or air con quotes, part by part
A new boiler, heat pump or air con system is a big decision, and customers may want to compare before they commit. Citizens Advice tells people to get written quotes and to look for a fixed total, a breakdown of work and materials, how long the price is valid, whether VAT is included and when the price could change. A heating quote that lays all of that out, with clear options, lets the customer choose without asking you back for a second visit.
Start with your business name, address and contact details, your VAT number if you're registered, your Gas Safe registration number for gas work, and MCS details if you hold them. Then the customer's name, address, the date and a quote number.
Write the scope of works in plain English: "Remove existing regular boiler, cylinder and tanks; fit new combi boiler in kitchen, new flue, magnetic filter and smart thermostat; flush system; commission." Then say what's not included, such as making good decoration or moving the gas meter.
Name the unit by make, model and output, then labour, parts and materials on their own lines.
This is where options work well: for example a standard combi, a higher-spec combi with a longer manufacturer warranty, and an air source heat pump, each priced in full with the one you'd recommend marked. The customer can see what each step up adds.
Then VAT (inc. or exc.), the total, any deposit, a valid-until date and a line on when the price can change, for example if the existing pipework needs replacing. Finish with an acceptance box.
Set it up once, then reuse it
- Download the Word or PDF file and save a master with your business details and registrations.
- After the survey, fill in the customer, address, date, quote number and valid-until date.
- Write the scope and exclusions, then the unit, labour and parts.
- Build two or three options and mark the one you'd recommend.
- Add VAT, deposit and terms, then send it and ask the customer to sign.
Common jobs this template fits
Heating and air con engineers use this quote for boiler services, heat pump installs, air con repairs, radiator replacements and powerflushes. It works for a single repair and for a full system replacement with options.
When the job's done, bill it with the heating and air con invoice template. The heating and air con industry page shows how Quoza handles heating and air con quotes.
Download or fill it in online
Download the HVAC quote template as a Word file or PDF, on A4, free and without entering an email address.
Or use the heating and air con quote maker: fill it in on your phone after the survey, see exactly what your customer will get, then tap Send to customer. You sign up at that point without retyping anything, and your customer accepts the quote online.
Send it, get it signed, collect the deposit
Questions
What should a heating or air conditioning quote include?
Your business details, VAT number and registrations, the customer and address, a quote number and date, the scope of works and exclusions, the unit's make and model, labour, parts and materials, options if relevant, VAT, the total, any deposit, how long it's valid, when the price can change and an acceptance box.
What is the difference between a quote and an estimate in the UK?
Citizens Advice describes a quote as a fixed price and an estimate as a rough guess that could end up higher. After a survey you can usually quote a boiler or air con install firmly. If you can't check the pipework or flue route, explain what could change the price.
Should a heating quote include VAT?
If you're VAT-registered, show VAT and say clearly whether prices include or exclude it. Citizens Advice tells customers to check this. If you're not registered, leave the VAT lines blank and add a short note saying so.
How long is an HVAC quote valid for?
As long as you say. Put a clear "valid until" date on every quote so an old price can't come back after boiler or heat pump prices have changed. The Quoza quote maker puts a valid-until date on every quote for you.
Can my customer accept the quote online?
With the downloaded file, they sign a printed copy or send back a signed scan. If you make the quote in the Quoza heating and air con quote maker, the customer gets a link, reads it on their phone and accepts it online.
Can I download the template in Word?
Yes. The HVAC quote template comes as an editable Word file and a PDF, on A4 with prices in pounds. Both are free and you don't need to enter an email address.