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Free HVAC scope of work template

An HVAC scope of work for a system replacement or install: equipment by model, what happens to the old unit, ductwork, electrical, the permit, startup and what is not included. Edit it to match your quote.

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sections on this scope of work
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Scope of work
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Your business name

Scope of work

CustomerCustomer name
Job and address
Heating and cooling system replacement
Project
Replace the [heating and cooling system] at [address].
Work included
- Recover refrigerant and remove the existing [equipment] - Install [brand, model, size] outdoor unit on a [new or existing] pad - Install [brand, model] indoor unit and matching coil - [Replace or flush and reuse] the line set - Connect to existing ductwork with new transitions, sealed - Install [thermostat model] and wire it - Pull the permit and schedule the inspection - Start up, check charge and airflow, and show the customer how to use it
Not included
Duct replacement beyond the transitions, electrical panel upgrades, drywall or paint repairs, and any work not listed above.
Schedule
Install on [date]. The system will be off for about [hours].
Acceptance
The work is complete when everything under Work included is done and the customer has walked it with us. Anything not listed is extra and is priced by change order before it starts.
Customer
Contractor
Date

What a HVAC scope of work is for

HVAC disputes almost always start with something the customer assumed was included: a new thermostat, duct repairs, a condensate pump, the electrical disconnect or hauling the old unit away. A written scope that names the equipment by model and lists every included item, and every excluded one, turns those surprises into change orders you priced up front.

What to put in a HVAC scope of work

  • The equipment by brand, model and size, indoor and outdoor.
  • Removal and disposal of the old equipment and refrigerant recovery.
  • Line set, pad, disconnect, whip and condensate: new or reused.
  • Ductwork changes, transitions and sealing.
  • The thermostat and its wiring.
  • Permit, inspection, startup and commissioning.

Items to settle in an HVAC scope

  • Whether the existing line set is reused or replaced.
  • Who handles any electrical upgrade the new unit needs.
  • What happens if the duct system is found undersized or leaking.
  • Where the condensate drains and whether a pump is needed.
  • Who registers the equipment warranty with the manufacturer.
  • How long the system will be off on install day.

How to fill it in

  1. Fill in the customer and the job.
  2. Edit the work included so it matches your estimate line by line.
  3. Name materials and who supplies them.
  4. List what is not included.
  5. Print it with the estimate, or download Word to attach to your contract.

Free tools for HVAC

The same scope of work for other trades: electrical, general contractor, landscaping, painting, plumbing, remodeling, roofing.

More for HVAC companies: how HVAC companies run on Koira.

FAQ

What should an HVAC scope of work include?

The equipment by model and size, removal of the old unit, line set and electrical connections, any duct changes, the thermostat, the permit, startup, and a clear list of what is not included, such as duct replacement or panel upgrades.

Should the HVAC scope name the equipment model?

Yes. Naming brand, model and size stops a quiet substitution argument later and lets the customer compare quotes fairly.

Who handles the permit on an HVAC replacement?

Usually the contractor, since the permit is tied to the licensed installer. Say so in the scope and include the inspection in the schedule.

What if the ducts turn out to be the problem?

Write in the scope how you will handle it: stop, show the customer, and price any duct work as a change order before doing it.

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Free HVAC Scope of Work Template | Koira