How to read a heat pump quote
A useful quote names every component by model number, ties the efficiency ratings to an AHRI certificate, and states what is included and excluded so two quotes can be compared line by line.
Editorial staffEdited by heatpumpwiki
Contents
Read a quote for three things: exactly what equipment you are buying, exactly what work is included, and what the numbers on it are based on. ENERGY STAR says a written proposal should "specify all products by quantity, name, model number, and energy ratings," along with warranties, payment schedule, start and completion dates, dispute resolution, insurance and licenses, and permits.Source 1 ENERGY STAR also recommends "written, itemized estimates" so you can "compare cost, energy efficiency and warranties."Source 2
Equipment lines
A clear equipment section lists each component on its own line:
| Line | What to look for |
|---|---|
| Outdoor unit | Full model number, nominal size, refrigerant |
| Indoor unit | Air handler, coil, or each ductless head by model number |
| Furnace (dual fuel only) | Model number, AFUE |
| Thermostat or controls | Model number; some variable-speed systems require a specific control |
| Ratings | SEER2, EER2 and HSPF2 for the matched system, with the AHRI reference number |
Check the ratings against the AHRI certificate. AHRI certifies split systems as combinations: "AHRI certifies the performance of the system and not the individual units."Source 3 A brochure rating for an outdoor unit may assume a different indoor unit than the one on your quote. The number on your quote should match the certificate for your combination. See Heat pump ratings explained: SEER2, EER2, HSPF2 and AHRI certificates.
Check SEER2, not SEER. Since January 1, 2023, ratings use the newer test, and the new metrics "generally have different numerical values" from the old ones.Source 4 A quote mixing SEER and SEER2 numbers is not comparing like with like.
Size and how it was chosen
The quote should state capacity in tons or Btu per hour and say how it was chosen. If two contractors propose different sizes for the same house, ask each for the load calculation. The DOE Building America Solution Center warns that rules of thumb "too often" lead to "excessively oversized systems."Source 5 See Manual J, Manual S and Manual D explained.
For heating, look at capacity at your local design temperature, not only the nominal size. Ask for the manufacturer's extended performance data if the quote does not show it. See Heat pumps in cold weather.
Installation lines
Look for each of these as its own line, or a statement that it is excluded:
- Line set: new or reused, length, and line set covers if exterior.
- Pad, stand or wall bracket, and height above snow.
- Electrical: new circuit, wire size, disconnect, and whether panel work is included.
- Condensate: drain route, and a condensate pump if needed.
- Ductwork: modifications, sealing, new returns, static pressure testing.
- Removal and disposal of old equipment, including refrigerant recovery by a certified technician.
- Permit and inspection.
- Commissioning: charge verification, airflow and static pressure readings, and the thermostat setup. See What a good heat pump installation looks like.
If a line says "existing to remain" (for example ducts, line set or electrical), ask whether it was inspected and what happens if it turns out not to be usable.
Exclusions
Read the exclusions section. Typical examples are panel upgrades, drywall or paint repair, and duct replacement. Get a price or an estimate for each exclusion that applies to your house before comparing totals.
Warranty lines
Separate the manufacturer's parts warranty from the contractor's labor warranty. Check whether the longer manufacturer term depends on registration and who will register it. See Heat pump buying checklist for brand registration windows.
Incentive lines
If the quote shows a price "after rebates," check which programs it assumes, whether you or the contractor apply, and whether the price changes if a rebate is denied. A quote that still lists the federal 25C tax credit for a 2026 installation is out of date; the IRS says the credit is not allowed "for any property placed in service after December 31, 2025."Source 6 See Heat pump rebates and incentives.
Comparing two quotes
Put them side by side, line by line, using the tables above. Compare:
- Same capacity at your design temperature, or a reason for the difference
- AHRI-certified ratings for each proposed combination
- Included and excluded work
- Labor warranty length
- Total after only the incentives you are confident you will get
Sources
- 1.A Guide to Energy-Efficient Heating and Cooling. ENERGY STAR (U.S. EPA). Accessed Oct 25, 2026
- 2.10 Tips for Hiring a Heating and Cooling Contractor. ENERGY STAR (U.S. EPA and DOE). Accessed Oct 25, 2026
- 3.How and Why of Certified. Air-Conditioning, Heating, and Refrigeration Institute (AHRI). Accessed Oct 25, 2026
- 4.Energy Conservation Program: Test Procedures for Central Air Conditioners and Heat Pumps (Final rule, 82 FR 1426, January 5, 2017). U.S. Department of Energy (Federal Register). Accessed Oct 25, 2026
- 5.Proper Sizing HVAC System. U.S. DOE Building America Solution Center (PNNL). Accessed Oct 25, 2026
- 6.FAQs for modification of sections 25C, 25D, 25E, 30C, 30D, 45L, 45W, and 179D under Public Law 119-21 (FS-2025-05). Internal Revenue Service. Accessed Oct 25, 2026
More in Buying
- Dual fuel and hybrid heat pump systemsA dual fuel system pairs an electric heat pump with a gas or propane furnace and switches between them at an outdoor temperature you can choose based on capacity and fuel prices.
- Heat pump buying checklistWhat to ask a contractor for before you sign, including the AHRI certificate, Manual J and S, line set plan, electrical scope, permits and warranty registration.
- Variable-speed vs single-stage heat pumpsSingle-stage heat pumps run at one capacity, two-stage at two, and variable-speed (inverter) units adjust continuously, which changes cycling, humidity control and cold-weather output.