Property Checklist
HVAC quote document checklist
What to collect before accepting an HVAC replacement quote, repair quote, duct scope, heat pump quote, or emergency AC replacement.
Best for: Owners comparing HVAC repair, replacement, ductwork, heat pump, furnace, AC, and energy upgrade options.
Use when: Use this when a technician recommends replacement, a quote bundles several scopes together, or the system is failing under time pressure.
Do not open electrical cabinets unless qualified. Burning smell, gas smell, repeated breaker trips, or carbon monoxide concerns need qualified service.
Plain English
What papers should I collect before this decision?
Use this to keep the quote, cost, document, and question list in one place before you sign or pay.
Start here: Check the boxes you already have, then use the missing boxes as your question list.
Diagnosis evidence
A replacement quote is stronger when it proves what failed and what cheaper causes were ruled out.
Written symptom timeline
CoreNote thermostat display, indoor blower behavior, outdoor unit behavior, ice, water, breakers, noises, smells, and recent service.
Technician readings
Ask for capacitor, contactor, voltage, refrigerant, temperature split, static pressure, flame sensor, board input/output, or other relevant readings.
Ruled-out cheaper causes
Get a written explanation for thermostat, float switch, filter, capacitor, contactor, drain, airflow, flame sensor, sequencer, and board checks where applicable.
Replacement quote details
HVAC quotes often hide equipment compatibility, duct scope, electrical work, rebates, and warranty language.
Equipment model numbers
CoreCollect outdoor unit, indoor coil, furnace or air handler, heat pump, thermostat, and accessory model numbers.
Load and sizing rationale
Ask whether sizing is based on Manual J, historical performance, duct limits, or a rule of thumb.
Bigger equipment can perform worse if ducts, humidity, or cycling are ignored.
Duct and airflow scope
Clarify duct sealing, return-air work, filter cabinet, balancing, zoning, insulation, and whether ducts are excluded.
Warranty and registration terms
Separate parts warranty, labor warranty, compressor warranty, heat exchanger warranty, and registration deadlines.
Money and timing
Emergency timing can push owners into a bundled scope before repair, partial replacement, rebate, and financing options are visible.
Repair path and partial replacement path
Ask for a repair quote and any reasonable partial replacement quote if the system is not a clear full replacement.
Rebate assumptions
Confirm who files, what equipment qualifies, deadlines, and whether the quote assumes money you may not receive.
Financing terms
Compare monthly payment, total repayment, promotional period, dealer fees, and cash price.
Before you act
- Run the HVAC diagnosis matrix before treating replacement as the only option.
- Compare repair, partial replacement, full replacement, ducts, and mini-split alternatives.
- Use the quote comparison matrix if multiple bids differ in scope.
Decision packet prompt
Build a packet with symptoms, technician evidence, ruled-out causes, quote options, duct assumptions, rebate assumptions, warranty terms, and open questions.
Open the decision packetUse this before requesting or accepting an estimate
A checklist is useful before monetization: collect the evidence first, then use it to run the calculator, compare the bid, build the packet, or request a cleaner estimate. Do not send private claim documents through Kefiw unless a page explicitly explains how that information is handled.
Checklist FAQ
Should I wait to use this checklist until the claim is open?
No. The checklist is useful before cleanup, before signing, before filing, before an adjuster visit, and before sale or rental documentation conversations.
Does this checklist decide coverage or contract terms?
No. It helps organize proof and questions. Verify policy, contract, safety, legal, and local-rule issues with qualified sources.
What should I do after completing it?
Run the related calculator, build the Property Decision Packet, compare the bid, or request an estimate only after the key proof and missing questions are visible.