Give each contractor the same project brief
Describe the property, existing equipment, uncomfortable rooms, planned building changes and the result you want. Send the same information to each company so their proposals begin with the same job. Include the written diagnosis if replacement follows a repair visit.
ENERGY STAR recommends a property evaluation and written, itemised comparisons in its contractor hiring guidance. Ask what was assessed, how equipment was chosen and what the proposal still assumes. Read when to arrange an assessment if the starting question is unclear.
Identify the equipment and what the installation includes
Record the exact model numbers of the equipment and controls being proposed. Ask for the documentation supporting the proposed component combination and performance. The quote should identify what is new, what is retained and what will be removed.
Compare electrical work, ducts or pipework, controls, drainage, local approvals, removal and making good where they apply. Ask the contractor to explain requirements for this equipment and property; a universal accessories list cannot establish the right scope for every installation.
| Scope | Proposal question |
|---|---|
| Equipment | Which exact models and combinations are proposed? |
| Sizing | What assessment and design assumptions support the choice? |
| Distribution | Which ducts, pipes or airflow changes are included? |
| Electrical and controls | Who provides the work and confirms compatibility? |
| Approvals and removal | Who arranges these and pays the charges? |
| Handover | Which installation checks, manuals and records will you receive? |
Separate equipment, labour and servicing terms
Keep equipment coverage, labour coverage and the installation company's commitments in separate rows. Ask when coverage starts, who registers the equipment, what servicing is required and how a claim is handled. Obtain the actual written terms for the proposed models and business.
Ask about travel, diagnosis, consumables and work that a warranty excludes. A headline number of warranty years does not tell you which costs are covered. Use the credential and dealer guide to distinguish a manufacturer's relationship from an individual's qualifications.
Compare the full price and open questions
Record the installed total, applicable tax, payment stages and each known extra. Mark an unanswered question as not stated rather than assuming it is included. Keep an allowance separate from a fixed amount and ask how variations will be approved.
For an energy-cost estimate, ask for its weather, rates, usage and equipment assumptions. Use the energy scenario calculator to explore entered electricity inputs, not as proof of a replacement's performance. Compare servicing separately in the maintenance-plan calculator.
Compare three contractors side by side
Rename the proposals, choose included, excluded or not stated for each scope item, and add your notes. The result lists questions to resolve before approving the job. Print or save the completed page for your next conversation.
Compare three HVAC quotes side by side
Put the quotes side by side. Mark what’s included and see which questions still need an answer.
No account needed · Your entries stay in this page
Send each contractor the missing questions
Ask for a revised written proposal when important equipment, work or warranty details are missing. Compare the answers on the same scope, then agree the work and approval process. Explore HVAC professionals or installation services for your shortlist.
The linked source guidance was reviewed on 7 October 2026. This worksheet does not assign typical cost shares or certify an installation; it helps you record each contractor's actual proposal.