No-contact printable
Printable DFW HVAC replacement quote checklist
Print an apples-to-apples checklist for equipment, sizing, ducts, electrical, permits, commissioning, warranties, exclusions, cash price, and financing.
Direct answer
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
Common questions
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.
DFW Comfort Guide
HVAC Replacement Quote Review Worksheet
Use one worksheet per proposal. This checks written completeness, not contractor quality or technical correctness.
1. Equipment identity and certified performance
| Proposal item | D | U | E | N/A | Evidence, page, or follow-up note |
|---|---|---|---|---|---|
| Outdoor-unit model number | |||||
| Indoor coil or air-handler model number | |||||
| Furnace model number, if used | |||||
| Thermostat, zoning, and accessory model numbers | |||||
| AHRI Certified Reference Number and exact matched-system certificate | |||||
| Certified capacity and applicable SEER2, EER2, and HSPF2 ratings | |||||
| Refrigerant type and compressor / capacity-control type |
2. Home fit, sizing, ducts, and airflow
| Proposal item | D | U | E | N/A | Evidence, page, or follow-up note |
|---|---|---|---|---|---|
| Load-calculation method, design conditions, and major assumptions | |||||
| Proposed capacity and written selection rationale | |||||
| Existing duct, return, filter, leakage, and static-pressure findings | |||||
| Required duct, return, filtration, sealing, or balancing changes | |||||
| Comfort, humidity, noise, and room-balance concerns addressed | |||||
| Post-install airflow and static-pressure verification promised |
DFW Comfort Guide
HVAC Replacement Quote Review Worksheet
3. Installation and project scope
| Proposal item | D | U | E | N/A | Evidence, page, or follow-up note |
|---|---|---|---|---|---|
| Refrigerant line set, fittings, insulation, recovery, evacuation, and charge verification | |||||
| Condensate drain, trap / vent, pan, and overflow protection | |||||
| Breaker, conductor, disconnect, whip, grounding, and surge protection | |||||
| Equipment pad / stand, transitions, access work, and structural support | |||||
| Removal, disposal, work-area protection, cleanup, and restoration | |||||
| Permit, inspection, code corrections, and responsible party | |||||
| Known exclusions, allowances, change-order triggers, and approval process |
4. Startup, closeout, warranties, and service
| Proposal item | D | U | E | N/A | Evidence, page, or follow-up note |
|---|---|---|---|---|---|
| Startup report: airflow / static, temperatures, charge, controls, drains, and safeties | |||||
| Installed model and serial-number record plus AHRI certificate | |||||
| Manufacturer registration responsibility and exact warranty certificate | |||||
| Labor and workmanship warranty terms, exclusions, transfer, and claim process | |||||
| Maintenance requirements and first-year service commitments | |||||
| Final invoice, approved change orders, permit / inspection record, and operating instructions |
DFW Comfort Guide