Air Conditioning Quote Template: What Every Quote Should Include
An air conditioning quote template for UK installers: the ten sections every quote needs, an example layout, how to show the £2,500 grant, and how to get it signed faster.
By Max Tuleberg · Founder, Vento · Last updated 25 October 2026
Founder of Vento. Worked on the tools before building the software.
A good air conditioning quote is itemised, shows the survey behind it, and makes the next step obvious: sign and pay the deposit. Below is the structure to follow, section by section, with an example layout you can copy into your own template.
The sections every quote needs
- Your details — business name, address, phone, email, company number, VAT number and your F-Gas company certificate number. Add your MCS number if you're certified.
- Customer and site — name, site address, quote reference and date.
- What you surveyed — each room, its size and the cooling (and heating) load you calculated. This is what justifies the unit sizes.
- Equipment — make, model, capacity in kW and efficiency (SEER and SCOP) for every indoor and outdoor unit.
- Installation — pipe runs, core drilling, trunking, condensate, electrical connection, access equipment and commissioning, as separate lines.
- Price — subtotal, VAT and total, then any grant as a deduction and the balance payable.
- Payment terms — deposit amount and when it's due, and when the balance is due.
- Warranty and aftercare — manufacturer warranty, your workmanship guarantee, and the servicing needed to keep the warranty.
- Exclusions and assumptions — making good, decoration, permissions, anything you've assumed about access or the electrical supply.
- Validity and acceptance — how long the price holds, and how to accept: a signature and the deposit.
Example layout
| Line | Detail | Amount |
|---|---|---|
| Indoor unit — Bedroom 1 | Make / model, 2.5 kW, SEER __ / SCOP __ | £ ____ |
| Indoor unit — Living room | Make / model, 3.5 kW, SEER __ / SCOP __ | £ ____ |
| Outdoor unit | Make / model, multi-split | £ ____ |
| Materials | Refrigerant pipe (__ m), insulation, cable, brackets, condensate | £ ____ |
| Installation and commissioning | __ days, core drilling, trunking, pressure test, vacuum | £ ____ |
| Electrical connection | Supply from consumer unit | £ ____ |
| Subtotal | £ ____ | |
| VAT | £ ____ | |
| Total | £ ____ | |
| Boiler Upgrade Scheme grant | If eligible (air-to-air heat pump) | − £2,500 |
| Balance payable | £ ____ | |
| Deposit due on acceptance | __% of the balance | £ ____ |
Give options, not one number
Offering two or three options — for example a standard and a premium unit, or one room now and a second later — moves the customer's question from "yes or no?" to "which one?". Put each option's efficiency next to its price so the premium is easy to justify.
Make it easy to say yes
Send the quote the same day if you can, while the customer still remembers the visit. A quote they can open on their phone, sign online and pay the deposit on straight away removes the last step where a job usually stalls.
Vento builds this document for you from the survey: rooms, loads, equipment, materials and labour flow into a branded proposal with e-signature and deposit payment, and a grant line where it applies. Start a free trial.
This guide is general information for UK installers, not legal or regulatory advice. Always check the current regulations and manufacturer instructions for your specific job.
Frequently asked questions
What should an air conditioning quote include?
Your business details and F-Gas company certificate number, the customer and site address, a summary of the survey (rooms, sizes and loads), the equipment by make and model with capacity and efficiency, materials, labour and commissioning as separate lines, VAT, any grant deducted, the deposit and payment terms, the warranty, what's excluded, and how long the price is valid.
Should an air conditioning quote be itemised?
Yes. An itemised quote lets the customer compare like for like and shows the work behind the price. A single round figure is the easiest quote to beat on price, because the customer can't see what they'd lose by going cheaper.
How do I show the Boiler Upgrade Scheme grant on a quote?
As a deduction from the total. For an eligible air-to-air heat pump in England or Wales, the £2,500 grant comes off the price up front, so show the full price, the grant as a separate line and the balance the customer pays. Only an installer who is MCS certified for the technology, with an approved consumer code (RECC, HIES or MCS:2025), can claim it.
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