An HVAC installation scope of work lays out exactly what's happening on the job — what equipment is going in, how it's being connected, and what the finished result should look like. Whether you're putting in a brand-new system or swapping out old equipment, having it all written down keeps you and your client aligned from day one.
This template is built for HVAC installers who want a clean, professional document without spending hours writing one. It covers the key phases of an installation job — from planning through final testing — in plain language your client can actually understand.
Customize it to fit your project, fill in the details, and you're ready to go.
Project Overview
This scope covers the installation of HVAC equipment including system planning, equipment placement, ductwork connections, electrical and refrigerant hookups, and system commissioning.
Typical Projects Include:
- New construction HVAC installation
- Equipment changeout or upgrade
- Ductless mini-split installation
- Rooftop unit installation
- Heat pump or furnace install
- Zoned system installation
Scope of Work
Pre-Installation
| Task | Description |
|---|---|
| Site Evaluation | Inspect the job site, verify measurements, and confirm equipment placement locations. |
| Equipment Sizing | Verify load calculations and confirm the selected equipment is properly sized for the space. |
| Permits | Obtain all required mechanical and building permits before starting work. |
Installation
| Task | Description |
|---|---|
| Old System Removal | Disconnect and remove existing HVAC equipment, recovering refrigerant per EPA requirements. |
| Equipment Placement | Set indoor and outdoor units on proper pads, brackets, or platforms with required clearances. |
| Ductwork Connections | Connect, modify, or install ductwork. Seal joints and insulate runs in unconditioned spaces. |
| Refrigerant & Piping | Run refrigerant lines and condensate drains. Pressure test and charge the system. |
| Electrical & Controls | Wire power supply, disconnect, and thermostat. Verify all connections are secure and to code. |
Testing & Closeout
| Task | Description |
|---|---|
| System Start-Up | Start the system and verify heating and cooling modes operate correctly. |
| Airflow Verification | Check airflow at registers and adjust as needed for balanced comfort. |
| Client Walkthrough | Show the client how to operate the system, change filters, and use the thermostat. |
| Inspection & Handoff | Pass required inspections and deliver warranty paperwork and manuals. |
Timeline & Milestones
Typical timeline for an HVAC installation. Adjust based on job complexity and equipment availability.
| Phase | Duration | Description |
|---|---|---|
| Pre-Installation | 1-2 weeks | Site evaluation, permits, and equipment ordering. |
| Installation | 1-5 days | Equipment removal (if needed), new system install, duct and electrical connections. |
| Testing & Closeout | 1-2 days | System start-up, airflow check, inspection, and client walkthrough. |
Roles & Responsibilities
Client / Property Owner
- •Provide access to work areas during scheduled hours
- •Approve equipment selections and change orders
- •Ensure electrical service meets equipment requirements
- •Process payments per the agreed schedule
HVAC Installer
- •Pull permits and schedule inspections
- •Supply and install all equipment and materials
- •Keep the work area clean and safe
- •Complete work per code and manufacturer specs
- •Provide warranty info and system training to client
Materials & Equipment
Equipment
- •Condensing unit, heat pump, or package unit
- •Air handler or furnace
- •Thermostat and controls
- •Equipment mounting pad or bracket
Ductwork & Fittings
- •Duct runs (sheet metal or flex)
- •Registers, grilles, and dampers
- •Duct sealant and insulation
Piping & Electrical
- •Refrigerant line set
- •Condensate drain line
- •Electrical disconnect and wiring
Quality Control Standards
Manufacturer Specifications
Equipment installed per manufacturer instructions to maintain warranty.
Code Compliance
All work meets local mechanical and building codes.
Proper Sizing
Equipment matched to load calculations, not guesswork.
Safety Protocols
General Safety
Follow OSHA guidelines. Use PPE and keep the work area hazard-free.
Electrical Safety
Disconnect power before working on wiring. Use lockout/tagout.
Refrigerant Handling
Only EPA-certified techs handle refrigerants. Recover and document properly.
Project Documentation
- Signed contract and scope of work
- Permit and inspection records
- Equipment warranty registration
- Owner's manuals
- As-built photos
- Final inspection approval
Financial Terms
Payment Structure
Payments tied to project milestones — deposit at signing, progress payment at installation, final payment after inspection and walkthrough.
Terms & Conditions
- •Deposit due at contract signing (typically 20-30%)
- •Progress payment due when equipment is set
- •Final payment due after inspection and client walkthrough
- •Change orders approved in writing before extra work begins
- •Payment due within 30 days of invoice
Acceptance Criteria & Sign-Off
The project is considered complete when the following criteria are met:
- 1All equipment installed and running correctly in heating and cooling modes
- 2Airflow balanced at all registers
- 3Thermostat and controls functioning properly
- 4All inspections passed
- 5Client has received warranty info, manuals, and a walkthrough
- 6Work area cleaned up
Frequently Asked Questions
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