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Free HVAC Proposal Template


Customize our HVAC proposal template with details like your company name, client information, pricing, terms, and more. Fill out the form to download the customizable PDF or click “Start Free Trial” to create an impressive proposal in Jobber and send it to your clients via email or text.

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Free downloadable service proposal template from Jobber

Download Your Free HVAC Proposal Template

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Preview of the free PDF HVAC proposal template by Jobber.

Professional HVAC proposals help you win more work

  • Stand out from the competition
  • Impress your customers from the start
  • Add your business info, customer details, work scope, and terms
  • Outline the pricing, timeline, and what’s included

How to build an HVAC proposal

Want to create a polished, detailed HVAC proposal easily? Here’s how to use Jobber’s free HVAC proposal template:

  1. Download the HVAC business proposal template and save it to your computer. Include “HVAC proposal” and the client’s name or project proposal details in the file name to keep your documents organized.
  2. Add your HVAC company name, office address (if you have one), phone number, email, and website so clients can reach out if they have any questions. 
  3. Enter your client’s contact info, including their name, address, phone number, and email.
  4. Introduce your HVAC business and outline the proposal’s expected deliverables. 
  5. Break down what you found during your inspection of their heating and cooling system.
  6. Summarize the scope of work, estimated timelines, and flexible pricing options.
  7. Use the “About Us” section to remind the client who you are. The “Vision and Mission Statement” page is your chance to show what your business stands for and why you’re the right team for the job.
  8. List the proposed services and pricing, and note how long your HVAC prices are valid. If you offer good-better-best packages, be sure to include those too.
  9. Customize the proposal terms and conditions section with your accepted payment methods, warranties, and rights and responsibilities.
  10. Save the proposal as a PDF file and send it to the prospective client via email or text for review and sign-off.

To make your proposal even more convincing, attach images of past HVAC installations, customer reviews, and supporting documents (e.g., insurance certificate) to the email or text before sending for approval. These extras can help build trust and show the quality of your work upfront.

Disclaimer: The terms and conditions template section is for informational purposes only and should not be considered legal advice. For guidance specific to your HVAC business, consult a qualified legal professional in your jurisdiction to ensure your proposal terms and conditions are legally binding and appropriate for your needs.


Why choose Jobber’s free HVAC proposal template?

Close HVAC leads faster and keep work moving forward with a free HVAC proposal template that does the heavy lifting for you.

Whether you’re quoting a simple tune-up or a full HVAC system install, a proposal template helps you professionally lay out the scope of work, HVAC job pricing, and terms, so your clients know exactly what they’re saying yes to.

Use an HVAC proposal template to build customer trust, present your services professionally, and win more jobs. It sets clear expectations from the start, so you spend less time convincing and more time doing the work that puts money in your pocket.

What’s included in the HVAC proposal template?

Jobber’s proposal template is designed to help you send customized, professional proposals that help you stand out and win over prospective clients.

This HVAC proposal template has fill-in boxes to include:

  • Your business name and contact details
  • Client contact information
  • A quick introduction to your company and professional HVAC services
  • An inspection to record findings, measurements, and recommendations
  • A project summary to highlight the estimated timeframe, scope of work, and pricing
  • An overview of your business, as well as your vision and mission
  • Your proposed HVAC services and costs
  • Terms and conditions to protect your business
  • A signature page for both you and your prospective client to sign

Proposal template vs. software

HVAC service providers looking for a fast and easy way to create proposals can download Jobber’s free HVAC proposal template. It’s simple to use, customizable, and completely free. If you want more, Jobber’s quoting software takes things to the next level with advanced quote customization. You can attach files and images, provide a project summary, boost credibility with 5-star Google Reviews, and personalize your quotes with your branding and company values to stand out.

Features
PDF Icon
Customize each proposal with specific job information
such as pricing, terms, and conditions.
Quickly create proposals for your most frequently offered
services to save time and get back to your customers faster.
Add images, customer reviews, attachments, and other
content to your proposal
Boost your revenue with add-ons and set the right price
on every quote with markups.
In the client hub, customers can request new work,
quickly review and approve quotes, see upcoming
scheduled jobs, pay invoices, and even refer friends for your services.
Automated email and/or text follow-ups to customers
about quotes you haven’t heard back on.
Once your customer approves a quote, you can
automatically convert it to a job.
Create a job and assign it to your team with only a few clicks.

Frequently Asked Questions

HVAC proposal templates are ready-to-use forms that make sending customizable and professional proposals easy. It’s perfect for an HVAC business owner just starting out or exploring digital alternatives instead of pen and paper. You can add your business info, client details, inspection reports, scope of work, pricing, and terms—then send it off to get the job approved and scheduled. 

An HVAC proposal template can take different forms, like a Word or Google Docs, Excel or Google Sheets spreadsheet, fill-in PDFs, or even quoting software like Jobber. No matter the format, using a customizable template helps you look professional, stay consistent, and save time.
Follow these best practices to write an impressive HVAC proposal that looks professional, builds trust, and helps you fill your schedule:

Keep it simple and professional. Use plain language and clear formatting so it’s easy for clients to read and understand.

Include the correct contact details. Add your HVAC business information and accurate client details so it’s clear who the proposal is for—and how to get in touch.

Use the introduction to connect with your client. Highlight what your business stands for and how you can help. This is your chance to show why you’re the right fit.

Be specific about the work. Clearly outline what HVAC services are included (and what aren’t) to avoid confusion later on.

Clearly break down your service pricing. Factor in HVAC equipment, labor, and extras so clients see exactly what they’re paying for.

Make your terms clear. Set clear expectations around deliverables, scheduling, payment terms, and how your business operates.

Want to skip the repetitive work? Use our free HVAC proposal template to save time, stay organized, and send proposals that land the job.
• Your business’s name and contact details
• Your client’s name and contact details
• An introduction to remind them about your HVAC business, services, and your team
• Summary of your client’s heating and cooling system inspection
• A breakdown of the HVAC services you’ll be providing, along with a detailed description
• The approximate cost estimate of completing the work, factoring in labor costs, material costs and quantities, any special discounts or rates, and sales tax
• Optional services or tasks that would enhance the work
• Notes for anything that won’t be included in the work
• How long the proposal and pricing is valid for 
• Terms and conditions (e.g., scheduling, pricing, payment, warranties, permits)
• Space for you and your client to sign and approve the proposal

Want to send a custom HVAC proposal without starting from scratch? Download our HVAC proposal templates free download to keep your profits climbing.

Or, for an all-in-one professional proposal solution that lets you customize proposals, showcase your services, and attach images and customer reviews, give Jobber’s quoting software a try today.
Following up with a client is where a lot of HVAC jobs are won or lost. A thoughtful follow-up doesn’t just show you’re professional—it helps you stay top-of-mind and keeps work moving forward. 

Here are some tips to follow up the right way:

Use multiple channels (respectfully). Follow-up emails can sometimes get buried, so if you haven’t heard back, try a quick text or phone call. Just keep it spaced out (like 2-3 days) and ensure the message is professional—you want to help, not hound. 

Follow up within 48–72 hours. Give your client enough time to review the proposal, but don’t wait too long. Following up while the HVAC job is fresh could prevent them from turning to another competitor.

Make it personal. Reference the proposal details or something specific you discussed, like their concerns about energy efficiency or tight timelines. It shows you were listening and builds trust.

Be flexible with revisions. Sometimes clients just need a more budget-friendly option or clarification on something. Being open to fixes shows you’re focused on solving their problem, not just making a sale.

Offer additional value. Highlight a helpful tip, financing option, or the benefits of your good-better-best pricing (if you offer this). It reinforces your expertise without sounding too salesy.

Set clear next steps. If your client is unsure about the proposal, offer to hop on a quick call or do a site visit. Or, if they’re ready to go, clearly outline what they need to do next (e.g., signing the proposal).

Don’t ghost if they don’t respond. No reply after a week or two? Send another friendly nudge through email or text like“Just checking in one last time—happy to revisit the proposal if you’re still interested!”. It leaves the door open without burning any bridges too soon.

A great follow-up doesn’t just help you close more HVAC jobs—it helps you stand out as a pro who’s organized, attentive, and easy to work with.
Heating and air conditioning proposals are essential for any job where the work scope, cost, and project schedule need to be clearly laid out before work begins. 

The types of projects HVAC proposals can be written for include:

• Installing new heating or cooling systems (like traditional, geothermal, and/or smart HVAC systems)
• Furnace or AC replacements
• Repairs for heating or cooling systems
• Seasonal HVAC maintenance or tune-ups
• Indoor air quality testing and treatments (e.g., installing air purifiers and filtration systems)
• Ductwork maintenance, upgrades, or repairs
• Thermostat installations or replacements

Whether it’s routine home service or installing a commercial-grade HVAC system, using an HVAC proposal template makes building trust with clients and growing your business a breeze. 

The best part? You can use our template as a residential or commercial HVAC proposal template. But if you need space to capture more details, Jobber’s advanced quote customization can build proposals that fit any commercial project (like installing HVAC systems for an apartment complex).
Proposal software like Jobber’s advanced quote customization isn’t just a nice-to-have—it’s a powerful tool that helps you land more commercial jobs, save hours every week, and grow your HVAC business without burning out.

Here’s how you can leverage HVAC proposal software to fuel commercial business growth:

Build a reusable commercial HVAC proposal template. Save time by creating quote templates for typical jobs like HVAC system installs, repairs, or maintenance contracts.

Offer good-better-best pricing. Present tiered pricing options in your proposal to give clients flexibility based on their needs and budget.

Impress with visuals and reviews. Include customer reviews to build credibility and prove you’re the right choice.

Include images and other attachments. Add inspection photos or images of past work to show clients exactly what they’re getting. You can also attach documents (e.g, warranties, insurance certificates) that might be valuable for your clients.

Automate your proposal follow-up. Send automatic follow-up messages so you never leave work on the table. 

Track what’s working—and what’s not. Use insights to see how your proposals are doing. With Jobber Copilot, you can access performance tips and tricks that help you improve your proposal process.

Turn approvals into scheduled jobs. Once a client approves the proposal, you can instantly turn it into a scheduled job—without the extra paperwork.

A smoother, faster proposal process doesn’t just save you time—it helps you look more professional and grow your commercial business with less stress. Give Jobber’s quoting software a go to start sending impressive HVAC proposals today.
Proposals and estimates both help you score new work, but they serve different purposes.

An HVAC estimate gives a rough idea of the job cost based on your experience and knowledge. It’s a starting point that helps the client understand what the job might cost, but it can change as the work unfolds.

An HVAC proposal is a detailed, professional document designed to win over potential clients and help them confidently say yes. It often outlines the full scope of work, pricing, and terms but can change based on the project scope or client needs.

Our HVAC proposal templates free download is a fast, effective way to earn a client’s trust. You can also try Jobber’s advanced quote customization feature to create standout proposals that include a project summary, optional add-ons, customer reviews, images, timelines, and terms and conditions.
A proposal outlines your recommendations for the HVAC job, including the scope of work, estimated costs, and timeline. It’s meant to help your client understand the work and decide whether to move forward.

On the other hand, an HVAC contract often comes after the proposal is approved. It’s a formal agreement between you and your client. It confirms the final work scope, pricing, terms, responsibilities, and other legal details—making it a binding agreement to proceed with the work.

You can think of a proposal as “Here’s what we recommend,” and a contract as “Here’s what we’ve agreed to”.
Proposal and quote management software like Jobber makes it easy to create a quote or proposal using your desktop or mobile app. It’s built to save time, reduce admin work, and help you land more HVAC jobs.

Here’s what you can do with quoting software:

• Set up client files for storing proposals, job details, and invoices
• Communicate with clients using email and SMS
• Let new HVAC leads request work through your website or Local Services Ads
• Build custom quote templates to save time on future projects
• Create proposals with add-ons, packages, images, and reviews
• Offer HVAC services, optional add-ons, and/or service packages to upsell HVAC work
Include attachments, images, and reviews in your proposals
• Set up auto follow-ups for quotes that haven’t gotten a response
• Give clients the option to approve quotes and pay deposits online
• Convert proposals into jobs and invoices
• Schedule teams, route work, and track time and expenses
• Get paid faster using automated quote follow-ups and credit card processing

Save time with our HVAC business proposal template or learn more about how Jobber can help you create quotes and proposals that win work faster.
Choosing the right HVAC estimating software can save you time on creating proposals, help you keep your calendar full, and make your business look more professional. 

Tools like BetterProposals, ServiceTitan, and PandaDoc let you build and send custom proposals that fit your brand and services.

Or, you can use Jobber as an all-in-one solution built for HVAC professionals who want to run a more efficient business—without juggling multiple HVAC apps. With Jobber, you can:

Send professional HVAC proposals. Customize with images, reviews, and attachments, and send proposals by email or text quickly. 

Automate follow-ups. Keep work moving with automatic reminders for estimates awaiting approval.

Make approvals easy. Clients can review and approve proposals online.

Schedule the job fast. Turn approved proposals into scheduled jobs, assign an HVAC technician, and keep everything moving.

Keep clients updated. Send appointment reminders, on-my-way texts, and job updates to keep clients in the loop.

Stay on top of job details. Track job details, progress, and notes in one place so your HVAC technicians always know what’s happening.

Invoice clients quickly. Create and send invoices right from the field or even your truck.

Get paid faster. Accept deposits and offer online payment options to ensure you get paid on time.

With Jobber, you’re not just streamlining HVAC proposals—you’re building a more professional business that clients trust from day one.
Using Jobber’s advanced quote customizations, you can create a winning proposal for prospective clients.

To get started, create a new quote in Jobber and add the sections you’d like to customize your proposal with:

• Introduction – Add a title, description, and header image.
• Attachments – Include documents for more detail (e.g., warranties, product brochures).
• Image Gallery – Upload up to 10 images of your past HVAC projects or include photos from your on-site HVAC inspection.
• Customer Reviews – Showcase up to 3 Google reviews (requires Jobber Reviews add-on).

You can easily edit or remove sections and use quote templates to save time on future proposals. 

Get your customer details, services, and pricing lined up, and you’ll be ready to create a sharp proposal that’ll be hard to turn down.

For a full step-by-step guide on using advanced quote customizations, review this help article.