| 7 min read ·

How To Write A Successful HVAC Proposal

Author: Route Nation

This article outlines how Building Service Contractors can write proposals for HVAC services, things to remember while you quote the work, tools that can help with an estimate, and everything you need to submit a HVAC service proposal.

Writing An Exemplary HVAC Proposal

Heating and air conditioning installation and maintenance is a job that often goes unseen, but its impact is felt the most by the client.

HVAC services are necessary to business institutions, commercial building owners, and residential properties in order to maintain the temperature and air quality in the building.

It takes highly trained and experienced staff to be able to perform HVAC walkthroughs and come up a layout for installation.

Because the nature of heating and air conditioning is so technical, having a professional HVAC service proposal to present to your prospect is crucial to landing the bid.

When writing proposals for HVAC services, you, as the contractor, must be able to represent your company in an honest and accurate way that the prospect can understand.

Doing this can be tricky if you don’t have much experience in business writing, but don’t worry; there are several smart ways to break down your proposal into digestible pieces for both you and your future client.

In this article, we will walk through an example that you can use as an HVAC proposal template for your own needs. We will also talk about some handy tips that can save you time and effort when writing your proposals in the future.

If you’re ready to make an awesome impression with your HVAC services from the first word you write, let’s get started.

Proposal Introduction

HVAC services are very complex and are one of the most important components of an occupied building. Without these services, not only would the temperature be uncomfortable, the air quality would suffer, too. The job of an HVAC service professional is one that provides comfort and peace of mind to many, so imparting a human aspect to your proposal will go a long way in selling your services.

To start your HVAC service proposal package, draft a one-page letter of introduction that explains who you are and why you are great at your job. Let’s practice writing a cover letter together.

To start out, personally address your client by name by saying, “Dear (Client name);”

Now, explain a little about what you do or why you love your job. This could sound something like;

“At (Your Company Name) HVAC Services, we pride ourselves on installing and maintaining cutting edge HVAC systems that are efficient, comfortable, and environmentally conscious.”

Now you may want to talk about your experience a bit to pay off the claims you just made. If you have been in the business a long time, stress the years of practice you have in installing HVAC systems.

If you don’t have a long history in HVAC services yet, don’t worry- highlight your abilities instead.

Say something like, “HVAC Services guarantees satisfaction on every job. If you don’t love the temperature and air quality in your facility, we’ll modify it until you do.”

Please note that this is an example only; if you’re going to offer a prospect a money-back or satisfaction guarantee, this needs to be outlined in the legal portion of your contract. The point is, come up with a good selling point for your HVAC company if you can’t speak about your years of experience.

Now that you’ve mentioned something about your practice and your experience or abilities, reiterate your efficiency and environmental commitment.

As an experienced HVAC service professional, part of excelling in your field is being on the leading edge of advancements in air filtration technology, especially in ways that cut costs and reduce our carbon footprint.

As much as half of a building’s energy goes to the HVAC system, so anything you’re doing to make your prospect’s space run more efficiently and responsibly is important.

Try writing something like, “our HVAC systems are designed to run on less electricity while delivering superior circulation and ventilation to your commercial or residential space. By picking the HVAC system that is right for you, you will see decreased energy costs as well as know you’re doing your part to protect the climate by using less fossil fuels.”

If you want to go into more detail later, you can, but this is sufficient for now.

Finish the cover letter by giving a closing statement. This can be simple; it should be effective and to-the-point. Below is an example.

“We are confident that HVAC Services is the right choice for you with our industry knowledge and innovative HVAC solutions. We look forward to making your home or building a better, more comfortable place to be in the future.”

Conclude by signing your name at the bottom.

Client Reviews

The next page of your HVAC proposal package should be a selection of real client reviews and testimonials about your services. Seeing real-world feedback is one of the biggest selling points to potential new prospects.

If you’re using Route, accessing reviews is easy. Each time you complete a job through the app, your client has the ability to leave you a review that you can access at any time. Encourage your clients to do this to build up your reputation as an HVAC service professional.

You can use these reviews on Route proposal app to bolster your proposal package by copying them onto a page you’ll include after your cover letter.

Writing The Contract

After you’ve finished upselling your business, it’s time to sell your prospect on the contract.

There are many ways you can draft a proposal, but a simple and fun way to do it is by using Route. Route has a proposal generator tool that allows you to create customized contracts right from your phone. For the sake of this article, we’re going to use Route as the platform we create an example contract in.

Open Route on your phone and navigate to the proposal generator. Once open, start typing the name and address of your prospect at the top. You may also import your client’s logo if you like. See example.

“True Tech Marketing

1234 W. Marsh Avenue”

Double space below the address and make a “service summary” tab. Under this section, write out exactly what services you will be providing.

Service Summary

Complete design and installation of a commercial HVAC system, including:

  • Heat pumps
  • Central air conditioning
  • Ventilation systems to ensure indoor air quality
  • Ductwork
  • Programmable thermostats

Then move on to the budget. Here you will need to list out the cost for your system design, your materials, and your labor. It’s straightforward, but it should look similar to the example below.


  • $XX.XX for system design
  • $XX.XX for materials
  • $XX.XX for labor

A quick note on costs; HVAC Services are extremely hard to price against a relative market. This is because the price of installation is dependent on the size and layout of the building and no two buildings are the same size or shape. You will need to calculate the costs for the three criteria above based on your walkthrough notes and the individual price points for the brands you plan to use in the HVAC system.

Now, make a new tab for your timeline:


  • Design = 2 weeks
  • Installation = 10 days

Then finish by typing one more tab labeled, “SERVICE REVIEW”. Under it, give your proposed start and end dates and the total cost of your services. You may also add in any additional notes or areas of special interest here, and if necessary, pictures.

That is pretty much all you need for the contract itself. Now you may import your company’s standard legal verbiage from the app and you have a finished contract that’s ready to be signed.

Your contract is saved as .pdf on Route. You may email it to yourself to add to your proposal package.

Proposal Review And Wrap Up

Writing an HVAC service proposal is not an easy task but one that should be mastered by all HVAC professionals.

In an industry that is driven by both technology and human comfort, it is important to champion both in the proposal package.

Always start with a strong introduction that explains your business, your qualifications, and what you’re doing to be on the forefront of the efficiency market.

This industry takes a great deal of training and expertise. Don’t be shy to represent your business and your employees with high regard.

Your services will be felt by many people every single day. Remember that it is okay to play into the emotional human side of your business in your cover letter.

Include past client reviews on a separate page. It is wise to have several different reviews, as people tend to value other peoples’ opinions. If you’re using Route, always encourage your clients to leave you a review on the app so you can use it for this purpose later. This will also help you build up your professional network.

When writing the contract, try to keep the language simple so the prospect understands everything. Divide your contract into sections for a summary of your services, the budget, and the timeline.

Review everything in your contract by summarizing it again at the end; this is where you can recap the fees for each service and add any areas of special concern. If you’re using Route, you can add all necessary legal verbiage within the app and save it as .pdf. This gives you a fully functional contract that’s ready to be sent.

Include your blueprints and HVAC designs with your proposal after you’ve completed the whole proposal package. Now your HVAC proposal is complete.

With time and practice you’ll find that writing these proposals gets simpler and more efficient, much like the services you offer yourself. Follow these steps when you’re writing your next HVAC service proposal and see just how much a well-written statement can do towards landing you your next bid.

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