HVAC replacement quote comparison worksheet

Current system snapshot

Item	Notes
Current system type	Furnace / heat pump / central AC / boiler / mini split / dual fuel / other
Approximate equipment age
Known model numbers
Fuel or power source	Natural gas / propane / electric / oil / other
Ducted or ductless
Main comfort complaints	Hot rooms / cold rooms / humidity / noise / weak airflow / high bills / other
Recent repair history
Existing thermostat
Known duct issues	Leaks / poor insulation / undersized returns / unknown

Home and load questions to ask

Question	Contractor 1	Contractor 2	Contractor 3
Did the contractor perform or request a heating and cooling load calculation?
Did they measure rooms, insulation, windows, and orientation?
Did they inspect ducts, returns, and airflow paths?
Did they discuss humidity, ventilation, filtration, or zoning?
Did they explain whether the proposed size is larger, smaller, or similar to the old system?

Quote comparison table

Quote item	Contractor 1	Contractor 2	Contractor 3
Total installed price
Equipment type and size
Efficiency ratings listed	SEER2 / HSPF2 / AFUE / COP
Matched indoor and outdoor equipment documented
Ductwork included	Seal / modify / replace / not included
Electrical work included
Gas piping or venting included
Condensate pump or drain work included
Thermostat included
Permits and inspections included
Old equipment removal included
Labor warranty
Parts/equipment warranty
Rebate or tax-credit support
Estimated installation timeline

Scope details to confirm in writing

• Equipment brand, model numbers, capacity, and efficiency ratings.
• Whether the indoor and outdoor equipment are a listed matched system.
• Whether a load calculation was performed and whether the proposed size follows it.
• Duct sealing, duct modifications, return-air changes, and insulation work.
• Combustion air, flue, condensate, refrigerant line, and electrical requirements.
• Whether permits, inspections, disposal, startup, and commissioning are included.
• Who handles rebate paperwork and what documents the homeowner receives.
• What is excluded, such as drywall repair, asbestos abatement, panel upgrades, or gas-line changes.

Comfort and efficiency add-on notes

Add-on or option	Why it might matter	Quote notes
Variable-speed equipment	Better comfort and humidity control in some homes
Heat pump or dual fuel	May reduce fossil fuel use and improve cooling efficiency
Smart thermostat	Scheduling, remote control, and utility program compatibility
Duct sealing	Can improve comfort if leakage is part of the problem
Zoning	May help homes with major room-to-room temperature differences
Filtration or air cleaner	May support indoor air quality goals if matched to airflow limits

Red flags to slow down

• The quote does not list model numbers, capacity, or efficiency ratings.
• The contractor only copies the old equipment size without checking the home.
• Permits or inspections are brushed off when local rules require them.
• Duct problems are visible but the quote does not address airflow or leakage.
• The proposal pushes an upgrade without explaining comfort, sizing, warranty, and maintenance tradeoffs.
• The contractor asks you to sign before you can compare written scope details.