Ask good questions, get useful answers
Get several detailed quotes so that you have all the information you need to make the right decision.
Assumptions about your quote can end up costing you more—be sure you understand what the quote really means.
Licensing requirements for HVAC contractors vary by state.
SEER rating determines a unit’s efficiency.
Installers may recommend their dealer brands; this can be a value if they are certified installers, but the choice is up to you.
Have you ever noticed that when you most need your heating or cooling system, that’s when it breaks down? When your system stops working, the logical next step is often to hire an HVAC contractor. But where do you begin? You can start by asking specific questions that align with your needs and getting multiple HVAC quotes.
Finding the best HVAC quote from a potential installer is important because you don’t want to pay a hefty price and still have your HVAC system underperform. As a result, you may have to replace it sooner than expected. You also don’t want to go into your search asking only the typical questions like the following:
Do you have customer testimonials?
How long have you been in business?
Are there any guarantees?
Although they’ll give you some information, they’re still surface-level questions that don’t provide in-depth answers to your issue. Instead, you can learn the answers to those questions by vetting contractors’ basic qualifications online before you call them.
If your state requires a license for HVAC contractors, check the licensing board website to verify that their license is active and that they have insurance, and visit their own company website to confirm that they offer the services you need, service your type of HVAC systems, and work in your area. You can also look at social media and review sites to read customer testimonials.
After a few HVAC contractors have given you quotes, you’ll analyze them. But how do you choose the right contractor? How do you know if their bid is a comparable market rate for the job or if it seems off? We'll walk you through what you need to do when weighing which HVAC quote is the one to go with.
Your HVAC quote should be lengthy. It shouldn't contain fluff, but it should have a detailed itemized list that breaks down all of the different elements of their services. The quote should include the following details:
Estimated materials cost
Projected start and finish dates
Estimated labor costs, including hourly rates
Regulatory paperwork fees
Additional services, such as equipment rental and disposal of old HVAC systems
The contractor should be up front, transparent, and detailed when giving a quote. The more details, the better. Errors can happen in the bidding process, but be wary if you see a continuous stream of errors or important items left out of the HVAC quote. While it's normal for HVAC projects to take longer than expected and cost more as a result, the quote process should be very transparent so that you can make an informed decision without unpleasant surprises.
The projected start and finish dates demonstrate integrity and transparency, and they can help you plan ahead. If a contractor leaves out these dates, ask them directly about their timeline and why it’s not included.
The cost of replacing HVAC elements, or installing a new system entirely, will vary wildly. The quote considers factors like the local climate, technological advances, manufacturer availability and prices, and HVAC norms in your particular housing type or development.
Research local HVAC costs where you live so that you have a benchmark to compare your quote to. There's always room for variance, but this benchmark can help you determine whether you received an unusually high or low quote. A high quote may not necessarily mean better service. However, contractors who take safety and compliance seriously and strive to deliver long-term value to their clients tend to charge more. On the other hand, if the quote seems unusually high relative to the other quotes you received, gather as much information as possible about the job and contractors to make an informed choice.
Keep all of your quotes in digital or physical places where you can easily reference them as you research the job and consider your options.
If you saw a designer bag that numerous department stores charged thousands of dollars for, then a vendor who offers a similar-looking bag for just a hundred dollars, wouldn't that seem suspicious?
It's very similar with HVAC quotes. A quote that is drastically lower than the others can equate to paying more in the long run. Though a lot of contractors are upstanding, it’s not impossible to run into a situation with less reputable contractors who may not acquire the necessary permits, leading to expensive local fines in the future. There's also a strong chance that a lowballing contractor lacks sufficient insurance or licensure, which will leave you responsible if the workers or anyone else is injured on the premises.
When evaluating HVAC quotes, your new motto should be, “A transparent high quote is better than a vague low quote.” Transparency is the key to finding the right contractor. Opt for a higher quote that’s transparent regarding the materials, labor, and services rendered. Warranties, insurance coverage, permits, regulatory compliance, and other non-labor aspects can significantly raise a quote, so the quote should itemize this information and the contractor should be able to answer your questions.
When you’ve narrowed your list to the best local HVAC companies, invite them to come to your home to see your HVAC system for themselves. Then, ask your installer the following questions as they get ready to give you an HVAC quote.
You likely already know the answer to this question, especially if you've heard noises coming from your HVAC unit or noticed other concerning signs of a problem. But asking this helps you gauge the HVAC installer’s service and expertise.
Usually, a contractor will ask you about your issue and how old your unit is. Then, they should physically inspect the HVAC system, looking at all of the major components and common problem areas in light of your concerns. Afterward, they can deduce how significant the problem is and if your HVAC system needs replacing or a simple repair.
As you’re asking follow-up questions, be sure to listen to how the individual responds. You can often pick up on some red flags. Try to avoid individuals who are dismissive or those rushing to give you a quote without seeing your unit.
Many manufacturers have heating and cooling solutions that can meet a variety of needs. But what about your household? Do you live in a warmer climate and need higher cooling output? Or do you need more heating efficiency to combat colder temperatures?
As you’re thinking about your new air conditioner or heater, ask your HVAC technician about recommended brands. If you’re dealing with a service that only carries one manufacturer, options will be limited. Since heating and cooling solutions aren’t one size fits all, try finding a service that has multiple brands available. For example, AC capacitor costs can vary by hundreds of dollars, depending on the manufacturer; you’ll need your contractor to help you determine which is the best value for you and which will function the most efficiently with your system.
You should also be aware of the Seasonal Energy Efficiency Ratio or SEER rating of the unit you’re choosing. This rating measures an AC’s cooling capacity to its power output. So the higher the SEER, the more efficient the unit will be, which means more money in your pocket at the end of the month.
"It's worth spending a bit more money up front to get an HVAC system that is really efficient and reliable. High-efficiency heating will save money over time and decrease your impact on the environment."
— Yashar Mosaferi, President of Klondike AC, British Columbia, Canada
Some companies still perform routine HVAC maintenance without being licensed to do so. While some states don’t have state-wide licensing requirements, local cities may still require some form of HVAC licensing.
Regardless of where you live, it might give you peace of mind to work with someone you know is officially qualified to repair your unit. However, even if a company tells you they are licensed, you should double-check online to see if it’s still valid.
Find your state’s local HVAC contractor requirements to see what they need to perform their work. If you want to go further in-depth, you can check your contractor’s certifications. Manufacturers offer dealer certifications that prove a contractor’s level of experience with that equipment. It’s another method to help you vet your options as you’re looking for a service.
Manual J guidelines are what contractors use to calculate the heating and cooling demands of homes. Before your HVAC unit gets replaced, installers will need to measure your home’s heating and cooling space to make sure they have the right-sized system. Since air conditioner and new furnace costs vary greatly depending on size ratings, getting the correct calculations can impact your budget.
Although you may have a rough estimate, it would be best to ask your HVAC technician for further insight. The load calculations can be complex, but licensed professionals understand them and can advise you on suitable options.
This question often gets overlooked because some owners accept a quote based on assumptions. There’s nothing wrong with assuming that when your old HVAC unit gets replaced, it will come with new parts and equipment.
However, an assumption could lead to early system failure. Specific parts that you expected your technician to replace may still be part of your HVAC unit because you accepted the quote but didn’t notice the fine details. For example, while some contractors may include new ductwork in a system replacement, others may only replace the HVAC unit itself. But if old ducting isn’t functioning well, it could mean your new system is less effective and could even shorten the life of your new system.
As you sift through HVAC installers, make sure they tell you if existing parts will get replaced when the new unit gets installed. They should also let you know about guarantees or warranty policies. If you decide to hire them, be sure to get all details of your quote in writing so that you know where your money is going and how it’s being used.
Piggybacking on assumptions, something else you shouldn’t assume is that an HVAC company will inspect your entire HVAC system during a routine maintenance check or repair visit. Different companies come with various services, so make sure you know what your contractor offers and tell them your understanding of the agreement.
The clearer you are about the service you need, the easier it will be to find and get along with your HVAC contractors. So if your entire system needs inspection, look for a company that provides that service and more.
Preventative measures and routine HVAC maintenance can help extend your system’s life span. Without it, your system is prone to breaking down faster, leading to costly repairs. If you expect your HVAC contractor to be a partner in helping you maintain your equipment and make it last longer, be sure they’re willing to perform thorough inspections, timely maintenance, and even minor repairs that can impact the performance and longevity of your entire HVAC system.
Saunas feel nice, but not for extended periods. That’s why, if you’re having HVAC issues, you should get them fixed as quickly as possible to prevent your home from becoming one.
One of the questions you should ask an HVAC installer is when they can begin repairs. Choose a service that can commit to working on your unit ASAP. You don’t want to be in a situation where you decide to work with a company that will take weeks before tending to your system. Keep in mind, though, that HVAC companies tend to be very busy when seasons change and people realize their air conditioners or furnaces aren’t working. If you have concerns about your HVAC unit or need routine maintenance, call your contractor right away to avoid the seasonal rush.
An estimate is more informal than a quote. Estimates are based on the contractor's prior experience, and they are expected to be off by 10% to 15% of the actual project cost and timeline. Quotes are more formal and require far more detailed information outlining the scope and cost of the project, including a thorough inspection of the area where the contractor will work. This is because the quote is expected to become a binding contract while an estimate does not have this expectation.
HVAC quotes may be negotiable. It’s important to be upfront about what you need, your budget, and your expectations. However, your contractor must suggest repairs or the system they think is best for you, and those things may not be negotiable.
So, when can you negotiate an HVAC quote? When installing a new system, you may not need to replace ductwork or install specialty items such as whole-home air purifiers. If your contractor is bidding on those items or others you don’t need or want, ask them for a quote on only the equipment and services you need.
Many HVAC companies offer free quotes and free estimates for repairs and new HVAC systems. Others offer low-cost quotes or apply the cost of the estimates or diagnostics to your final bill if you hire them. Be aware that some companies advertise free HVAC quotes and recoup the costs by charging more for their services. Free HVAC quotes are never truly free—they cost the company time and effort—so be a good customer. Also understand that you may end up paying for free quotes in another way if you don’t hire a reputable company.
The best way to compare HVAC quotes is getting a few detailed quotes from local companies with good reputations. Then, go over the quotes line by line. Protect yourself by insisting on in-person estimates that include equipment manufacturer names, model numbers, SEER ratings, amounts and numbers of materials, details of warranties on equipment and labor, and other specifics.
Knowing the exact equipment and materials is the only way that you can fairly compare quotes. Quotes that are much lower than others can be a sign that the company isn’t providing the best quality service or materials.
The best way to save money on HVAC repairs is by regularly having your system inspected and maintained. This can prevent bigger problems and costly repairs and replacements in the future. It’s also smart to buy quality equipment and hire companies that provide warranties on equipment and labor. If you need repairs, you may be able to save money by cashing in on rebates and incentives or keeping the area around your HVAC unit clear to shorten the time your contractor needs to spend in your home.
Most experts recommend getting three to five HVAC quotes from licensed, insured, reputable local heating and cooling companies. Getting multiple detailed HVAC quotes (but not too many) lets you compare the equipment, services, and prices of several contractors without being overwhelmed by options. It can also let you see if one contractor’s prices are much higher or lower than the others and give you a chance to ask for clarification. That way, you can weed out any contractors who aren’t providing quality services or materials and find the company that best meets your budget, quality requirements, and long-term goals.
