Direct answer
Use one copy for each HVAC replacement proposal. Mark every row documented, unclear, excluded, or not applicable; jot the page or section where the answer lives; and ask the bidder to fill in any missing terms in writing. The checklist scores how complete the documentation is, it doesn't rank contractors or judge technical correctness.
No form or email is required. Fill in the worksheet below, then print it or save it as a private PDF.
Key takeaways
- Use the same checklist for every bidder.
- A clear exclusion is honest disclosure, but it can still leave a gap in your project.
- Don't submit this worksheet, it's built to print and stay with you.
Equipment and performance
Write down every model number and the certificate that backs it up, SEER2 is like an MPG rating for cooling.
- □ Outdoor unit model: ____________________
- □ Indoor coil or air-handler model: ____________________
- □ Furnace, thermostat, and accessories: ____________________
- □ AHRI reference and certified capacity/SEER2/EER2/HSPF2: ____________________
- □ Refrigerant and capacity-control type: ____________________
Sources: [ahri]
Home fit and duct evidence
Write down the evidence used to size the system and spread that capacity through your home.
- □ Room-by-room load method and assumptions
- □ Proposed capacity and selection rationale
- □ Duct, return, filter, leakage/static-pressure findings
- □ Comfort, humidity, noise, and room-balance plan
- □ Required duct changes and post-install verification
Sources: [energy-star-qi]
Complete installation scope
Mark each line included, excluded, an allowance, or not applicable.
- □ Line set and insulation
- □ Drains, pan, trap/vent, and overflow protection
- □ Electrical panel, breaker, conductor, disconnect, whip, and surge protection
- □ Pad/stand, access, equipment removal, protection, and cleanup
- □ Permit, inspection, code corrections, and restoration
Sources: [dallas-permits], [fort-worth-permits]
Startup, warranties, and economics
Keep the promised final records together with the contract.
- □ Commissioning form: airflow/static, charge, temperatures, controls, drains, safeties
- □ Manufacturer registration and exact certificate
- □ Labor/workmanship terms and exclusions
- □ Cash price, deposit, allowances, change-order rules
- □ Financing: amount, APR, term, fees, payment, total of payments
Sources: [energy-star-qi]
Questions and decision notes
Bidder: ____________________ Date: __________ Follow-up due: __________
- ________________________________________________________________
- ________________________________________________________________
- ________________________________________________________________
- Decision made only after written revisions: □ Yes □ Not yet
Frequently asked questions
Does the checklist choose the best contractor?
No. It surfaces documentation gaps. Technical quality, the contractor's evidence, price, service, and protections still take your judgment.
Do I need to submit my checklist?
No. It's a private printable, and no contact information is required.
Continue your decision
Sources
- AHRI, Directory of Certified Product PerformancePublic lookup for exact certified equipment combinations and ratings.
- ENERGY STAR, HVAC Quality InstallationInstallation-quality framework covering sizing, ducts, airflow, and refrigerant charge.
- Texas Department of Licensing and Regulation, Air Conditioning and Refrigeration ContractorsOfficial Texas licensing, rules, complaint, and enforcement portal.
- City of Dallas, Residential Permitting and InspectionsCurrent Dallas residential permitting starting point.
- City of Fort Worth, Residential PermittingCurrent Fort Worth residential permit and inspection starting point.