A key strategy we point out in our HVAC bidding guide for winning HVAC bids is putting together a professional proposal that catches and holds a customer’s attention. Using a pre-made HVAC bid template can help jump-start this process; you often have to just put in the information, and do minimal design work by adding things like your company’s logo and color scheme.
You can find these templates in many places online, and this article covers the best options from sources such as:
Each section corresponds to a different category of templates, which we’ve sorted our examples into for easier reference. Here are short explanations of each category:
To start, we’ll discuss full-service HVAC business management software platforms that include bid templates.
This list isn’t strictly templates, but instead field service management software systems that have bid templates built into them. So they not only give you a starting point for bidding on HVAC jobs, but also help you run other parts of your HVAC business.
BuildOps
BuildOps is built to make submitting bids for complex commercial projects faster and easier. Technicians can create proposals directly from the field, and all proposals are accessible in real time by technicians or office staff from a central location. And once a client approves the bid, you can instantly convert it into a scheduled job.
Come to BuildOps.com for your go-to solution to commercial HVAC bidding and service management.
Also: BuildOps specializes in managing commercial contracting services, including HVAC companies, including how to bid for projects. For more information, see our guide to using commercial HVAC bid templates.
FieldEdge
FieldEdge features an integrated proposal generating program called Proposal Pro. It takes a work order generated in FieldEdge and applies it to a custom template. In this way, all customer information is copied over, saving time. FieldEdge also allows for creating package options within a proposal so the client can choose between “budget, good, better, and/or best” services and pricing. The main downside is that you have to create the templates yourself using Proposal Pro’s interface.
Check out FieldEdge and its Proposal Pro integration.
Jobber
Jobber is field service management software that handles functions like front office work, customer relationships, and on-site operations. As part of that, Jobber offers a number of free templates for documents such as proposals and invoices. Some can (or must) be edited on Jobber’s site, which can require signing up for an account. Others can be downloaded immediately as PDFs for free. However, these free PDFs are rather basic compared to those you must sign up for an account to get.
Have a look at Jobber and its list of free templates.
These are basic templates that you can download completely for free. You don’t have to pay a fee or purchase a recurring subscription. At most, you’ll be asked to sign up for a free account or enter a bit of contact information. Then you just grab and go!
Free Sample HVAC Service Agreement Template | Template.net
A multi-purpose template for an HVAC service agreement, available in multiple formats. It contains sample drafts for system installations, maintenance schedules, itemized prices, and other terms of service. You can have a functional HVAC service agreement in minutes with minimal editing.
Download this template for free from Template.net.
Bid Proposal Template for Word, PDF | HubSpot
A commercial HVAC bid template that features a section-by-section organization of your bid. Describe your company and the project, lay out a timeline for completion, and fill in budget details. Then add terms & conditions, create a list of deliverables, and set up a payments schedule. Finish with instructions for the client to respond to the bid.
Get this free template from HubSpot.
Construction Bid Form | Microsoft Office
A simple spreadsheet template for HVAC construction, featuring spaces for both contractor and client information. It allows for outlining the scope of work, including deadlines, budgets, and items not included in the labor. This template also features itemized breakdowns of costs, as well as space for additional notes.
Access this template for free, courtesy of Microsoft Office Free Templates.
Construction Proposal | Microsoft Office
A free HVAC bid proposal template that’s very simple, dominated by a list of itemized costs for the HVAC project. It also includes space along the side for contractor and client information, as well as some space at the bottom for terms & conditions.
Get this template for free from Microsoft Office Free Templates.
Business Services Proposal | Microsoft Office
A general-purpose business proposal template that provides for more detailed overviews of projects. It includes sections for outlining client objectives and goals, as well as how to achieve them. It also includes a section to detail how the project will be done and why it will be done that way (resources, situation research, etc). You can also create a list of project deliverables, a timeline for getting them done, and what you’ll need from the client. Finally, you can include pricing and a list of necessary qualifications for the project.
Access this free template from Microsoft Office Free Templates.
Many of the HVAC proposal templates in this section are in word processor format (i.e. Microsoft Word or Google Docs) or spreadsheet format (i.e. Microsoft Excel or Google Sheets), though a few can be downloaded as PDFs as well. Some are free (perhaps requiring signing up for an account or submitting contact details), but most require either a one-time fee or a paid subscription.
Editable HVAC Proposal Form/Template | Etsy
An HVAC proposal form template that provides spaces for company information, client contact details, job description, terms & conditions, itemized cost breakdowns, record-keeping details, and additional comments. Certain formats will auto-calculate totals when you enter prices and quantities, and most formats will allow you to replace the generic logo with your own branding. You can easily email it to a client, or print it out and deliver it.
HVAC Bid Proposal Template | Template.net
A professional-looking HVAC bid proposal sample that showcases your company’s logo and contact information, as well as the client’s contact details. Itemize the specific parts and costs needed for the job, as well as a general breakdown of labor costs. List previous clients as references to showcase your qualifications.
Access this template, and others like it, on Template.net.
HVAC Bid Template | Etsy
A simple bid template that provides plenty of room for company information (including a logo), customer contact details, and record-keeping details. It provides room for listing project details (including specifying part & labor details), costs, exclusions, payment details, terms & conditions, and signatures. It doesn’t have a lot of prior formatting, though, so you’ll need to add some of that yourself.
Download this template from Etsy.
Job Estimate Template | HubSpot
This nicely-formatted HVAC bid sheet template allows for submitting estimates on obs. It has an introductory section, along with organized sections for your company’s information, recordkeeping information, customer information, estimated costs, and client instructions for next steps. Most of it is written out in paragraph form, so it’s a bit of a larger template.
HVAC Proposal Template | Template.net
This HVAC template features a cover page where you can put your company’s logo and contact information, as well as the client’s contact information. On the second page, you can write a bit about your company, then dive into the specifics of what work you’re going to do. The last page allows you to cost out the labor & materials prices.
Download this template and others from Template.net.
HVAC Estimate Proposal Template | Etsy
A compact sample HVAC bid sheet that primarily consists of itemized costing of work and labor. It also provides space for a custom logo, company information, customer contact details, and recordkeeping details. There is also space at the bottom for terms & conditions, as well as signatures.
Access this template from Etsy.
Contractor Estimate Template | HubSpot
A neatly-organized estimate template with sections for introducing your company, listing your company contact information, writing down recordkeeping information, and recording customer contact information. It then provides for briefly describing the job and creating an itemized list of estimated costs. It finishes with signature lines and instructions for the client on how to return the accepted estimate.
Download this template from HubSpot.
Again, this list isn’t of templates per se, but of websites where you can find HVAC templates and other starting points for documents.
Template.net
Template.net has millions of templates for various communication formats: documents, designs, presentations, forms, whiteboards, infographics, charts, and more. Its templates are also compatible with common productivity applications from Microsoft, Apple, and Adobe. Template.net also features free AI-powered tools that help you generate or edit various types of documents.
Access templates on Template.net.
Simply Docs
Simply Docs specializes in templates for commercial legal documents. These include business contracts, corporate formation articles, employment letters, health & safety policies, and property lease agreements. You can purchase annual access to particular categories, or buy premium packs for access to multiple categories at discounted prices.
Get templates from Simply Docs.
HubSpot
HubSpot is a well-known AI-powered customer relationship management (CRM) platform. However, as part of its resources, it allows for downloading templates of various kinds of business documents. They require submitting your company contact information to access, but you can get over 135 professionally-designed templates for all areas of your HVAC business. This of course includes proposals, but also includes schedules, marketing materials, customer service documents, reports, invoices, and project management trackers.
These are templates from websites dedicated to designing and creating digital legal documents. So you can think of these websites as HVAC proposal software. Most, if not all, of these templates include functions to sign documents digitally – meaning you don’t have to print one out, sign it manually, then scan it if you want to send it somewhere digitally (e-mail, cloud storage, etc.). You can also convert most of them to PDFs.
HVAC Proposal Template | PandaDoc
An HVAC bid proposal template that allows your company to really show off its credentials. It includes a cover page & letter, client testimonials, as well as space to introduce your company, locations, and contact information. From there, it helps you define the project, set a timeline, outline material costs, and plan a maintenance schedule. At the end, you can cover any terms and conditions, as well as total pricing. Finally, the template provides space for either digital or written signatures.
Access this and other templates from PandaDoc.
Free HVAC Proposal Template that Wins Clients | Better Proposals
A thorough template for HVAC proposals. It contains an overview of the project, including what your company will do and how they will do it. The middle part contains space for case studies and client testimonials to showcase your qualifications. Then you can itemize costs for the project – and even give customers a choice as to what services they want or not. From there, the template contains instructions taking next steps (including a space for digital signatures), as well as ample space at the end for terms & conditions.
Access this and other templates from Better Proposals.
HVAC Contract for Services | PandaDoc
An HVAC service contract template that begins with a cover page and space for writing the client’s contact information. From there, you can describe the scope of work, itemize costs, and lay down any terms & conditions. The end provides places for contract acceptance signatures, which can be done digitally.
Get this template and others from PandaDoc.
HVAC Proposal Template to Close Deals | Proposify
Another sample HVAC bid proposal that’s designed to showcase your company’s qualifications for its bid. It features a cover page and letter, as well as space to introduce your company and the people who work for it. It then provides an area for a case study to demonstrate your company’s work. Then it covers the project specifics, including work done, a milestone schedule, and a breakdown of fees. At the end, there is space for your company and the client to sign the proposal digitally.
Access this and other templates from Proposify.
HVAC Maintenance Agreement Template | PandaDoc
A formal and text-heavy template outlining an HVAC maintenance agreement. It begins with a cover page, along with space for your company’s and the client’s contact information. It then proceeds with a description of maintenance work to be done, as well as the schedule on which it will be done. Next is a breakdown of costs and payment information. The rest is reserved for other terms and conditions.
Download this template, and more like it, from PandaDoc.
While starting from a free template can be useful for putting together an HVAC proposal, if you’re going to be bidding for commercial projects, we strongly recommend getting BuildOps. It’s built for commercial field service jobs with innovative features like advanced non-exact searching, hierarchical client asset tracking, AI-assisted notetaking & report writing, real-time scheduling & dispatching, and customizable checklists of “must-complete” job tasks. You might also want to check out our guide to the best HVAC bidding websites to help you find new business and new project opportunities.
BuildOps hosts weekly live seminars every Thursday showcasing our platform, so you can see how it works and ask questions about it in a low-pressure environment. If you like what you see, reach out to us for an in-person demo.
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