FREE BUSINESS RESOURCE
HVAC job starter kit
Choose one upcoming job. Adapt these templates to your business and try them before changing your whole process.
1. Make the scope clear
ESTIMATE — HVAC Business: [your business] Customer: [name] Job address: [address] Scope: [work included] Exclusions: [work not included] Labor: [description and amount] Materials: [description and amount] Applicable tax: [if required] Total: [amount] Proposed date/window: [date] Payment terms: [your terms] Valid until: [date] Customer approval: [name/date] Change requests: Confirm changes and pricing in writing before proceeding.
2. Keep the job moving
- Confirm customer details and preferred contact method
- Equipment model and serial number
- Filter size and maintenance history
- Symptoms and customer-approved scope
- Confirm price, arrival window and approval
- Record work completed and any follow-up needed
- Send the invoice and agreed next steps
3. Keep the customer informed
Hi [name], here's the estimate for [work]. It includes [scope]. Is there anything you'd like clarified before deciding? — [your name]
Hi [name], confirming [work] on [date] during [arrival window]. Please let us know about any access instructions. — [your name]
Hi [name], [work] is complete. Here's your invoice: [link]. If anything needs attention, please reply and let us know. Thank you! — [your name]
These are administrative starting points, not technical work instructions or a contract. Review the scope and terms for your business.