A professional HVAC proposal should read like a scope of work, not a single number at the bottom of an email. Each major cost should be identifiable so you can compare apples to apples when you receive multiple bids. At minimum, look for separate lines—or clearly labeled sections—for equipment, labor, materials, permits, refrigerant, electrical work, thermostat, duct modifications, and disposal of existing equipment.
Equipment lines should include brand, series, and model numbers for the outdoor unit, indoor coil or air handler, and furnace if applicable. Capacity (tons or BTU/hr) and efficiency ratings (SEER2, EER2, HSPF2, AFUE) should match the physical units being installed, not a generic description like “16 SEER heat pump.” Labor should state what is included: startup, testing, evacuation and charging, thermostat programming, and customer walkthrough.
Watch for allowances instead of firm prices. “Permit fees TBD” or “electrical by others” can become change orders later. Ask who pulls permits, schedules inspections, and handles drywall or concrete patching if linesets or drains are moved.
Payment terms matter too. Deposits, progress draws, and final payment should tie to completed milestones. A bid that demands full payment before equipment is delivered deserves extra caution. Change-order language should explain how added work is priced if asbestos, rotten decking, or undersized wire is discovered mid-project.
When bids use one lump sum with no backup detail, request an itemized revision before you sign. Independent review can flag missing scope, mismatched model numbers, or pricing that assumes work your home does not need.