Free Commercial HVAC Proposal Template
Word and PDF. The 9 sections I put in every commercial HVAC proposal, with a note and an example under each one.
Fill in the brackets yourself, or hand it to Claude with your job walk notes and let it draft the first version. A prompt for that is inside.
From Nate Brannock, a working commercial HVAC sales rep and manager, and author of AI for HVAC Contractors 2026-2027.
Here it is.
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What Should an HVAC Proposal Include?
These are the sections, top to bottom. If your company uses different ones or a different order, use yours. What matters is that you know them.
- Client information at the top. Set up like a letter: who it's for, the job site and who prepared it, with the client's logo if you have it.
- A subject line. What the proposal is, with a unique proposal number, like "Proposal IM-24117: Replacement of 4 Rooftop Units."
- A short summary in words. Thank them, mention the job walk, say what you're doing and add any important note, like work after hours.
- The scope of work. Bulleted: removal, new equipment, hookups, startup and closeout. Photos and drawings go here if they help.
- Clarifications and exclusions. The start date, the order of work, what's left out and what you need from the client.
- The price. On its own line, from your own estimate and your company's margin. Break it out only if the client asked.
- A short closing. A sentence or two thanking them and saying what your company stands behind.
- Signature lines. Yours with your title and the date, then the same for the client.
- Terms and conditions. Your company's own terms, at the very end.
Fill It In With Claude AI
Put the template in the same folder as your walk notes, photos and estimate, then say:
Fill in this proposal template for the [client] job, using only my notes, photos and estimate in this folder. Leave the price blank for me, and list anything you couldn't find.
Read every line before it goes out. Nothing beats a human review.
From Job Walk to Estimate to Proposal
The template is the last step. The book, AI for HVAC Contractors 2026-2027, walks you through all 7: the job walk, the estimate, the scope, the clarifications, the price, the management review and the proposal, with Claude Code and no coding.
See the BookHVAC Proposal Questions
Is the HVAC proposal template really free?
Yes. Tell me where to send it and you can download the Word and PDF files right away.
What should a commercial HVAC proposal include?
The 9 sections above: client information, a subject line with a proposal number, a short summary, the scope, clarifications and exclusions, the price, a closing, signature lines and your terms and conditions.
How long should an HVAC proposal be?
Keep it to 5 or 6 pages at the most. The example in my book is 4: the letter and scope, the equipment specs, a roof plan, and the price page.
Does the template tell me what to charge?
No. The price comes from your own estimate and your company's margin and rules. The template leaves it blank for you.
Can AI write an HVAC proposal?
Claude can draft one from your walk notes, photos and estimate, in your format and your voice. You still check every line before it goes out. The template includes a prompt to get you started, and the book walks you through the whole process.