What should a good AC replacement quote include?

A good AC replacement quote lets you compare the same job across contractors. It names the exact equipment, shows how the house was sized, defines the work, assigns permit and rebate responsibilities, and states which start-up records you will receive. It separates equipment and labor costs, warranties, exclusions, payment terms, and change-order rules.

A one-line price with a brand and tonnage leaves too many decisions until after money changes hands.

Identify the exact system

The quote should list the manufacturer and full model number for the outdoor unit, indoor coil, air handler or furnace, and thermostat or controls. It should name the refrigerant, nominal capacity, certified efficiency ratings, electrical requirements, and every accessory included.

Ask for the AHRI certificate or reference number for the exact indoor and outdoor combination. AHRI explains that the certificate verifies a rated matched system in its homeowner guide. It does not prove that the equipment fits the house or that the installation will perform correctly.

If proposals use different capacities or equipment types, ask each contractor to explain the difference from the house load and manufacturer data. Do not compare only the largest tonnage or highest SEER2.

The refrigerant must match equipment designed for it. Current federal rules are changing which refrigerants appear in new systems. EPA’s current HFC FAQ says existing systems can still be serviced during the transition. Check that guidance again before choosing equipment. A proposal should name the refrigerant and must not call an existing system illegal solely because rules for new equipment changed.

Ask how the size was chosen

The proposal should state the load-calculation method and provide the result. ACCA Manual J calculates the house’s heating and cooling loads. Manual S selects equipment using those loads, local design conditions, and manufacturer performance data.

Ask which house inputs were verified: windows, insulation, air leakage, orientation, additions, attic or crawlspace, duct location, room use, and moisture load. A same-tonnage swap is not a calculation.

The City’s mechanical-permit page applies its Manual J, S, and D worksheet rule to new construction and substantial renovations. It does not state the same filing requirement for every replacement. Even on a replacement, the contractor should explain the house load and equipment selection.

Put the whole work scope on paper

For each item, the quote should say included, excluded, reused, repaired, or allowed as an extra. The list may include:

existing duct inspection, leakage, insulation, sizing, sealing, and repair;
supply and return changes, grilles, filters, dampers, and access panels;
condensate drain, trap, pan, overflow protection, pump, and termination;
line-set size, route, insulation, reuse conditions, cleaning, testing, and replacement;
electrical disconnect, breaker, wiring, surge protection, and any separate electrical permit;
thermostat, sensors, control wiring, setup, schedules, and homeowner instruction;
equipment pad, stand, attachment, elevation, clearance, screening, and service access;
demolition, patching, paint, debris removal, old refrigerant recovery, and equipment disposal.

Not every project needs every item. The quote should make the boundary visible. Concealed conditions can be unknown; the proposal should explain which findings can trigger a change order and how price and approval will be handled before extra work begins.

ENERGY STAR’s bid comparison sheet asks about load calculation, matched equipment, ducts, filter instruction, refrigerant, airflow, and installation records. Its current quality-installation page treats sizing, airflow, charge, and ducts as parts of one installation.

Require proof after start-up

The proposal should state which results the contractor will record after installation. Useful records may include:

measured system airflow or static pressure and the method used;
refrigerant charge verification by the manufacturer procedure;
supply and return temperature and humidity under defined conditions;
drain and overflow-control test;
thermostat, sensor, staging, and safety-control operation;
duct leakage or room airflow results when they are in scope;
final model and serial numbers, AHRI certificate, manuals, permit closeout, and warranty registration.

The exact test depends on the equipment and conditions. The homeowner should receive the result, not perform the measurement. ENERGY STAR asks contractors to confirm airflow and charge and leave testing records in its installation checklist.

Name the local approvals and paperwork owner

New Orleans requires a mechanical permit for covered installation, repair, replacement, or alteration of AC equipment. The City’s permit page says an HVAC permit requires a Class A City mechanical A/C license. Verify the contractor through the City’s license tool, and make permit responsibility part of the quote.

Exterior work on a local landmark or in a local historic district may need a Certificate of Appropriateness. Equipment location, visible piping, drains, screening, and wall or roof penetrations can affect the review. Check the exact property and scope with HDLC. The French Quarter uses the Vieux Carré Commission instead.

Energy Smart’s 2026 replacement program asks for exact equipment data, an AHRI certificate, an invoice, a signed form, and timely submission. Eligibility, funding, and terms can change. The quote should say who verifies qualification and who files each document. The official 2026 form should control; a rebate is never guaranteed by the proposal alone.

Separate the warranties and business terms

List equipment parts warranty, compressor or special-component coverage, contractor labor warranty, and any maintenance, registration, or transfer conditions separately. Ask who handles a manufacturer claim and whether diagnostic, refrigerant, shipping, or labor costs remain outside coverage.

The signed proposal should also state payment schedule, deposit, target dates, access needs, work hours, cleanup, dispute contact, cancellation terms, and the process for delays or change orders. Contract effects vary, so seek legal advice for a contract question rather than relying on an HVAC article.

Questions to answer before the deposit

Ask the contractor to walk through the proposal in the order the work will happen. Then confirm:

What measured fact supports this capacity and system type?
Which exact models make up the certified match?
Which duct, drain, electrical, control, and building work is included?
Which unknown conditions could change the price?
Who obtains permits or historic approvals and closes them?
Which start-up measurements will I receive?
Which warranty pays for parts, labor, refrigerant, and return visits?
Who owns rebate paperwork, and what happens if the project does not qualify?

Different scopes describe different jobs. Match the written scopes first, then compare cost and terms. If the quotes disagree about the system type itself, step back to central air, mini-splits, or window units for an old New Orleans house before comparing prices.