For UK air conditioning and HVAC installers
Air conditioning quote template (UK)
A clear layout for an air conditioning quote that sets out the system type, the units, the pipework, the electrical supply, F-Gas and VAT properly, so the customer knows what is included before a core is drilled.
What an air conditioning quote should include
Air conditioning quotes go wrong in three predictable places: the number of indoor units, how far the refrigerant pipework has to run, and who provides the electrical supply. A good quote fixes those variables in writing, shows your F-Gas registration, and makes commissioning and records part of the price rather than an afterthought.
- Your business and F-Gas registration. Trading name, address, contact, your F-Gas registration, and your VAT number if registered. Handling refrigerant is a legal requirement to hold F-Gas certification, so put it on the quote.
- The customer and the site. Their name and the property address, and whether it is domestic or commercial.
- The system type. Single split, multi-split, or VRF and VRV for larger commercial layouts. State it plainly so the customer knows what they are buying.
- Indoor units. The number of indoor units and the style of each, wall mounted, ceiling cassette or ducted. Number and style drive a large part of the price.
- The outdoor unit. The condenser, its position, and how it is mounted or bracketed.
- Pipework and cores. The refrigerant pipework run lengths and the cores drilled through walls, since long runs and awkward routes change the labour.
- Electrical and drainage. The electrical supply and isolators by a registered electrician, and the condensate drainage route.
- Commissioning and F-Gas records. Vacuum, charge, test, commission and the F-Gas records handed over.
- VAT, terms and validity. If registered, subtotal, 20% VAT and total. Payment terms, any deposit against ordered units, exclusions, and a validity period so a quoted price does not follow you after supplier costs move.
An air conditioning quote example
The figures below are illustrative and shown only to demonstrate the layout. They are not market rates. Price every job from your own supplier prices and day rate.
| Section | Detail | Amount (example only) |
|---|---|---|
| Survey and design | Site survey, heat load and system design for the chosen layout | £X |
| Indoor units supply | Supply of indoor units, wall, cassette or ducted, per the design | £X |
| Outdoor unit and pipework | Condenser, brackets, refrigerant pipework runs and cores through walls | £X |
| Electrical and drainage | Electrical supply and isolators by a registered electrician, condensate drainage | £X |
| Commissioning and F-Gas | Vacuum, charge, test, commission and F-Gas records | £X |
| Subtotal | £X | |
| VAT (20%, if registered) | £X | |
| Total | £X |
Scope note: "Supply and install a single split system with one wall mounted indoor unit and one outdoor condenser, refrigerant pipework and cores, condensate drainage, and electrical supply and isolator by a registered electrician, commissioned with F-Gas records handed over. Excludes making good and decoration." Terms note: "Price assumes the pipework routes and electrical supply confirmed at survey. Any change of route, additional core, or new circuit found necessary will be quoted and agreed in writing before proceeding. Valid for 30 days."
The mistakes that cost air conditioning installers money on a quote
- Not showing F-Gas on the quote. Refrigerant handling requires F-Gas certification. Showing your registration reassures the customer and reflects the real work involved.
- Guessing pipework run lengths. Long or awkward runs and extra cores add labour. Confirm run lengths at survey and price from them.
- Not stating who does the electrical supply. The supply and isolators need a registered electrician. Say whether that is in your price or the customer arranges it.
- Ignoring condensate drainage. Every indoor unit produces condensate. Name the drainage route so a pump or gravity run is not a surprise on the day.
- Leaving out commissioning records. Vacuum, charge and F-Gas records are part of a proper handover. Price them in, do not absorb them.
- Forgetting core drilling and making good. Cores through walls leave holes. State clearly whether making good is included or excluded.
Should an air conditioning installer send a quote or an estimate?
For a surveyed install to a fixed design, a set number of indoor units on confirmed routes, quote it firmly. Where the pipework route or the electrical supply cannot be confirmed until walls are opened or the board is checked, an estimate with a firm quote to follow after survey is the honest approach. Put the system type, run lengths and variations in writing either way. Our guide to quote vs estimate for UK trades explains when each is fairer.
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This page is practical quoting guidance, not legal advice. Refrigerant work requires F-Gas certification under the applicable rules, and electrical work should be carried out by a registered electrician. For a serious dispute or a large sum, take proper advice.
Air conditioning quote FAQ
What should an air conditioning quote include?
Your business and F-Gas registration, the customer and site, the system type, the number and style of indoor units, the outdoor unit, pipework run lengths, the electrical supply, condensate drainage, commissioning with F-Gas records, VAT, payment terms, exclusions and a validity period.
What are the big variables when pricing an air conditioning install?
The number of indoor units, the length of the refrigerant pipework runs and cores through walls, and the electrical supply. A single split near the consumer unit is a different job to a multi-split with long runs and a new circuit.
Should an air conditioning installer quote or estimate a job?
For a surveyed install to a fixed design, quote it. Where routes or the electrical supply cannot be confirmed until walls are opened or the board is checked, an estimate with a firm quote to follow after survey is often fairer.
Do air conditioning installers charge VAT on a quote?
If you are VAT registered, show subtotal, 20% VAT and the total. If you are not registered, say so clearly on the quote.
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