Complete Quote Checklist
A professional HVAC quote should include all of these elements. Missing items are either red flags or items you need to ask about.
Equipment Details
| Item | Importance | Why It Matters |
|---|---|---|
| Manufacturer and brand | Critical | Carrier, Trane, Lennox—not just "14 SEER unit" |
| Exact model numbers | Critical | Both outdoor unit (condenser) and indoor coil |
| SEER2/EER2/HSPF2 ratings | Critical | Affects energy bills and rebate eligibility |
| System capacity (tons) | Critical | Should match load calculation, not guesswork |
| Matched system verification | Important | Indoor and outdoor components must be AHRI certified together |
Labor & Installation
| Item | Importance | Why It Matters |
|---|---|---|
| Labor cost breakdown | Important | Separates equipment cost from installation cost |
| Installation scope | Critical | What exactly will be done—equipment, ductwork, electrical, etc. |
| Crew size and timeline | Helpful | Sets expectations for job duration |
| Thermostat included | Important | Smart thermostat or basic? Installed and configured? |
| Refrigerant line replacement | Important | Old lines can contaminate new system |
Warranties
| Item | Importance | Why It Matters |
|---|---|---|
| Manufacturer equipment warranty | Critical | Typically 5-10 years (10 with registration) |
| Labor warranty from contractor | Critical | Who pays if installation causes problems? |
| Parts coverage | Important | Beyond compressor—fan motors, controls, etc. |
| Registration responsibility | Important | Will contractor register for extended warranty? |
Permits & Compliance
| Item | Importance | Why It Matters |
|---|---|---|
| Permit fees included | Critical | Should never be listed as "optional" or "extra" |
| City inspection coordination | Important | Who schedules and meets inspector? |
| Code compliance | Critical | Work will meet current building codes |
Pricing & Terms
| Item | Importance | Why It Matters |
|---|---|---|
| Total price (not estimate) | Critical | "Estimate" can change; "Price" is binding |
| Payment terms | Critical | Deposit amount, when balance is due |
| Financing options | Helpful | If applicable, terms and rates |
| Price validity period | Important | How long is this quote good for? |
Red Flags: Warning Signs in Quotes
These warning signs should make you pause—or walk away entirely.
Phone quote without site visit
CriticalNo one can accurately quote HVAC work without seeing your home. Phone quotes are either lowball bait or wildly padded.
What happens: Price increases dramatically once work begins
No equipment model numbers
CriticalWithout specific models, you can't verify pricing, compare brands, or confirm rebate eligibility.
What happens: Contractor installs cheaper equipment than discussed
Price 30%+ below others
HighLegitimate contractors have similar costs. Drastically lower prices mean cut corners, bait-and-switch, or unlicensed work.
What happens: Hidden fees, inferior equipment, or unfinished work
"Permits are optional"
CriticalPermits are legally required for HVAC installations in Texas cities. Skipping permits leaves you liable and affects insurance.
What happens: Failed inspection, voided warranty, sale complications
Same-day decision pressure
High"This price is only good today" is a classic high-pressure sales tactic. Legitimate quotes stand for at least 7-30 days.
What happens: You make hasty decision, regret later
Cash discount over 5%
Medium-HighSmall cash discounts (2-3%) reflect credit card fees. Large discounts suggest tax evasion or disappearing contractor.
What happens: No paper trail if problems arise
Deposit over 50%
HighIndustry standard is 10-30% deposit, balance on completion. High deposits protect the contractor, not you.
What happens: Contractor has your money with little incentive to finish
Verbal agreements
CriticalIf it's not in writing, it doesn't exist. "I'll throw in the thermostat" means nothing without documentation.
What happens: Disputes you can't prove
"Lifetime warranty"
MediumRead the fine print. "Lifetime" often has so many exclusions it's meaningless.
What happens: Claim denied on technicality
Won't leave written quote
CriticalProfessional contractors provide written proposals. Refusal suggests they don't want you to compare.
What happens: No way to hold them to their word
North Texas Price Ranges (2026)
Use these ranges to evaluate whether quotes are reasonable. Prices include equipment, installation, and permits.
| Job Type | Low Range | High Range | Notes |
|---|---|---|---|
| AC replacement only (14-15 SEER2) | $4,500 | $7,000 | Entry-level, builder-grade equipment |
| AC replacement (16+ SEER2) | $6,500 | $10,000 | Mid-range, rebate-eligible equipment |
| AC + furnace replacement | $8,000 | $14,000 | Complete system, varies by efficiency |
| Heat pump system | $8,000 | $16,000 | Qualifies for $2,000 federal tax credit |
| AC + coil (keep furnace) | $5,500 | $9,000 | Common when furnace is newer |
| Ductwork replacement | $3,000 | $7,000 | In addition to equipment costs |
| Ductless mini-split (single zone) | $3,000 | $5,500 | Per zone, plus electrical |
Note: Prices vary based on home size, accessibility, ductwork condition, and specific equipment. Use these as guidelines, not gospel. A quote 20% outside these ranges isn't automatically wrong—but ask why.
How to Request Quotes Effectively
The way you request quotes affects the quality and comparability of what you receive.
Get at least 3 quotes
Establishes market price and exposes outliers (too high or suspiciously low)
Use same specifications for all
Ask each contractor to quote on the same equipment or comparable specs for fair comparison
Schedule quotes within 1-2 weeks
Prices change seasonally; tight timeframe ensures comparable market conditions
Be home during the estimate
Watch what they inspect; good contractors check ductwork, electrical, and load calculation
Ask about Manual J calculation
Proper sizing prevents efficiency problems and comfort issues
Request everything in writing
Verbal promises are worthless; get all commitments documented
Don't share other quotes
Let each contractor provide their best honest price without gaming competitors
Ask about rebates and credits
Good contractors know about utility rebates and help maximize your savings
Questions to Ask About Each Line Item
Don't just accept a total—understand what you're paying for.
Equipment
- • "What specific model numbers?"
- • "Is this AHRI matched?"
- • "What efficiency rating?"
Labor
- • "How many technicians?"
- • "Estimated hours?"
- • "What's included vs extra?"
Materials
- • "New refrigerant lines?"
- • "New electrical disconnect?"
- • "What thermostat?"
Permits
- • "Which permits?"
- • "Who schedules inspection?"
- • "What if inspection fails?"
Warranty
- • "Manufacturer warranty length?"
- • "Labor warranty length?"
- • "What voids warranty?"
Disposal
- • "Old equipment removal included?"
- • "Refrigerant recovery handled?"
Understanding Payment Terms
Know what's typical so you can negotiate from a position of knowledge.
| Term | Typical Range | Negotiable? | Notes |
|---|---|---|---|
| Deposit | 10-30% | Yes | Never pay more than 50% upfront |
| Progress payments | Rare for residential | N/A | Only for major projects |
| Final payment | Balance on completion | Yes | Pay after inspection passes and system works |
| Financing | 0-12% APR | Limited | Compare to personal loans or HELOC |
| Credit card surcharge | 2-3% | Sometimes | Some contractors don't charge |
Quote Comparison Checklist
Use this checklist when comparing multiple quotes.
- All quotes specify the same (or comparable) equipment brand and model
- SEER2/efficiency ratings are equivalent across quotes
- All quotes include permits and inspection
- Warranty terms (manufacturer + labor) are comparable
- Same scope of work (new lines, thermostat, etc.)
- All contractors are TDLR licensed (verified)
- Payment terms are reasonable (not >50% deposit)
- Quotes are written (not verbal)