What a HVAC change order is for
HVAC installs uncover surprises behind the old equipment: a return too small for the new blower, a water-damaged platform, an electrical panel without room for the right breaker. If the crew fixes them without paper, the invoice is a fight. A change order with a one-line reason and a photo, signed by the homeowner before the work, keeps the job moving and the final payment clean.
What to put on a HVAC change order
- The original estimate number and total.
- What was found and why it matters for the new system.
- Each added part and labor line, or a credit for anything dropped.
- The new total.
- Whether the install date moves.
- The homeowner's signature before the added work.
A worked example
With the old air handler out, the crew finds the return drop too small for the new blower and the platform soft from years of condensate. The homeowner also decides to skip the smart thermostat and keep their own.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Enlarge return drop and filter grille | 1 | each | Your price |
| Replace air handler platform | 1 | each | Your price |
| Credit: smart thermostat not installed | -1 | each | Your price |
The thermostat credit shows as a minus quantity, so it comes off the change total. Put the old contract total in Original amount and the template shows the new total for the signature.
Line items HVAC companies use
| Line item | Unit | How to write it |
|---|---|---|
| Condenser or heat pump outdoor unit | each | Brand, model number, tonnage and efficiency rating, so the customer can look it up. |
| Furnace or air handler | each | Model number, fuel type and the BTU or blower size. |
| Evaporator coil | each | Matched to the outdoor unit; say so, since a mismatched coil hurts the rating. |
| Line set, new or flushed | ft | Say whether you are replacing the copper or reusing and flushing it. |
| Thermostat | each | Model, and whether it needs a common wire run. |
| Pad, stand or wall brackets | each | Where the outdoor unit sits. |
| Electrical disconnect and whip | each | New disconnect and conduit to the unit. |
| Condensate drain and pump | each | Include a safety float switch where the drain sits over a finished ceiling. |
| Ductwork modifications and transitions | hour | Plenum and transition work to fit the new equipment. |
| Refrigerant | lb | Charge beyond what the unit ships with, by the pound. |
| Permit and inspection | each | Mechanical permit, and electrical if the city requires a separate one. |
| Haul away old equipment | each | Includes recovering the old refrigerant. |
| Diagnostic or service call | each | The trip and the first stretch of diagnosis. |
| Repair labor | hour | Hourly labor on repairs, separate from parts. |
| Tune-up, cooling or heating | visit | The seasonal check, listed as one visit. |
Terms and deposit language for HVAC
- Deposit. On a system replacement, a deposit when the customer signs reserves the equipment and the install date. Repair calls are usually paid on completion with no deposit. Check your state's rules on deposits for home improvement work.
- Payment. Balance due when the system is running and the customer has seen it heat or cool. If the customer is financing, say that the lender pays you directly and when.
- Warranty. Separate the manufacturer's parts warranty, which often depends on online registration, from your own labor warranty. Say who registers the equipment and by when.
- Equipment prices can change between the estimate and the order; say how long the equipment price holds.
- If the old system turns out to have problems the new one cannot fix, such as undersized return ducts, those are quoted separately.
- Utility rebates and tax credits are the customer's to claim; say that you will provide the paperwork, not the money.
How to fill it in
- Put in the original estimate number and amount.
- Write what changed in the reason box, plainly.
- Add the new work; type a minus quantity for any credit.
- Fill in the days added.
- Print it for a signature on site, or send it from Koira to sign by phone.
Free tools for HVAC
- HVAC load calculator
- HVAC replacement cost calculator
- Duct size calculator
- Maintenance plan pricing calculator
- HVAC labor rate calculator
The same change order for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.
More for HVAC companies: how HVAC companies run on Koira.