The comfort you deserve 

Dear {{first_name}} ,

Thank you for contacting us and considering Your company name   for your  HVAC system installment. 

This proposal outlines the right options for your new office and will answer any questions you may have about the process. 

We can assure you our licensed professionals will turn your office in an energy-efficient and comfortable place to work in no time.

Overview 

We understand that the new HVAC system is a big investment that requires careful consideration. Our experts are here to help you make the right choice for your budget, comfort, and safety. 

Here is what we’ve got planned

The HVAC system will take care of heating, ventilation, and air conditioning, allowing your staff and clients to work in a comfortable environment without stale air and dust.

Installation package

As discussed during our meeting, you would prefer the new HVAC system with ductwork. New ductwork goes a long way toward lowering your energy bills and ensures there are no leaks, accumulated dust, or allergens.

Energy save system

Money saved is money earned, and Your company name is here to help you do exactly that. We will introduce you to our new and improved air control for open plans as well as individual meeting rooms.

Post-install maintenance 

In addition to the HVAC system installation, you also mentioned scheduling a maintenance service. We will send you the recommended schedule and our qualified technician will check it regularly to ensure everything is running efficiently and up to the latest standards.

The right
equipment

Our install technicians will show up with all the equipment needed to get the job done. They continually keep up with education and training to stay current with equipment and technology. They will take care of your property and clean up after themselves.

The right experience

Your company name performs background checks, drug tests, and use photo ID badges so you know at all times who will be dispatched to your property. All of our technicians are trained and licensed, and if we dare to say, some of the best men in the industry.

Fair rates. Outstanding service.

After you sign our proposal, we will schedule a follow-up call to finalize the details and
decide on the best starting date.

Note: We are offering extended working hours, not to interfere with your office times.

1. Consultation 

One of our technicians will visit your office building and present you with the price estimate. From there, we will work with you to establish the exact plan and answer any questions you may have.

*This part has already been taken care of, so we are ready to start making your HVAC plans a reality! 

2. Installation

Due to the size of the office, and the fact we are installing a full system with ductwork, our estimated duration of installation will be 2 - 3 days.   

3. Maintenance

Our suggested maintenance schedule would be at least every 6 months. A change of air filter will also be done during the same check-up.  

From our portfolio

30 days after his company moved into a new office, our client, Thomas, reached out to Your company name stating his entire HVAC system crashed.

The solution and the outcome 

Your company name sent out one of our licensed technicians to evaluate the damage. 

Unfortunately, the system was beyond repair due to improper maintenance and many years of service. The replacement process takes a couple of days, so we had to work with Thomas in order to find the best solution that will not interrupt his office hours. 

In the meantime, we loaned him two windows units to keep the temperature comfortable while the system was replaced.

Our team successfully completed the replacement and the installation of a new system over the weekend, leaving Thomas and his company with a first-class project. 

A few words from Thomas

- Thomas | Media Manager -

In accordance with your office needs, from our extensive range of models, we selected the ones with high seasonal energy efficiency, designed to correspond to any commercial setting.

“I just want to say thank you for the excellent service. Tim was professional and did a great job explaining how to prevent future problems. He went above and beyond to clean the filters and had a lot of knowledge of what he was doing. I can't recommend them enough! ”

- Derek, Mebane, NC  -

Next steps

We back up all of our work with a 100% satisfaction guarantee. If you're not completely satisfied with our service, let us know: we will work to make things right. 

Terms and conditions

USER DISCLAIMER (Please Delete): This agreement may not be suitable for your circumstances and we recommend you seek legal advice before using it. Better Proposals does not take any responsibility for any events that arise as a result of your use of this agreement.

 1.     Scope of Terms and Conditions

The Terms and Conditions of product sales and service projects are limited to those contained herein. Any additional or different terms or conditions in any form delivered by you (“Customer”) are hereby deemed to be material alterations and a notice of objection to them and rejection of them is hereby given. By accepting delivery of the products or by engaging {{{brand_company_name}} (“Seller”) to provide the product(s) or perform or produce any services, Customer agrees to be bound by and accepts these Terms and Conditions unless Customer and Seller have signed a separate agreement, in which case the separate agreement will govern. These Terms and Conditions constitute a binding contract between Customer and Seller and are referred to herein as either “Terms and Conditions” or this “Agreement.” These Terms and Conditions are subject to change without prior notice, except that the Terms and Conditions posted on Seller’s Site at the time Customer signs the Installation Proposal will govern unless otherwise agreed in writing by Seller and Customer.

2.   Payment Terms 

Customer shall pay Seller according to the terms contained in the Installation Proposal. The final payment shall be due after the work described in the Installation Proposal is substantially completed.

3.   Zoning and Permits

The customer agrees to timely furnish all information necessary to secure plans and permits for the work called for under this Agreement, and the Customer warrants the work contracted to be in compliance with applicable zoning, classification, and building codes. Any costs for work not in the Estimate but required by lawful authorities to bring the work into compliance with applicable code shall be the responsibility of the Customer. Seller assumes no responsibility for violation of zoning rules/laws.

4.   Change Orders

During the progress of the work under this Agreement, if the Customer should order extra work not specified in the Agreement, Seller may require such extra work to be considered an agreement separate and aside from this Agreement and may require payment for said extra work in advance.

5.   Work Schedule

Work shall be completed within a reasonable time. Performance of this Agreement is subject to labor strikes, fires, acts of war or terrorism, acts of God, adverse weather conditions not reasonably anticipated, unusual delays in transportation, Seller’s ability to obtain materials, and/or any cause beyond Seller’s control.

6.   Substitutions 

Should Seller be unable to obtain any material(s) specified in the Agreement or any Change Order, Seller shall have the right at its sole discretion to substitute comparable materials and such substitution shall not affect the Contract Price.

7.   Excess Materials

Extra materials left over upon completion shall be deemed Seller’s property, and Seller may enter upon the Property’s premises to remove excess material(s) at all reasonable hours.  

8.   Supervision Responsibility

Seller shall supervise and direct the work at Customer’s Property, using reasonable skill and attention. Seller shall be solely responsible for the construction means, methods, technique, sequences, and procedures for all work performed at Customer’s Property pursuant to this Agreement. The customer shall not interfere with Seller’s workforces or Seller’s subcontractors.

9.   Limited Warranty 

Seller shall provide Customer with a limited warranty on service and labor for the duration set forth in the Installation Agreement, beginning on the date of completion of services against defects in the quality of workmanship and/or materials (“Warranty Period”). Seller shall not be liable during or following the Warranty Period for any: (a) damage due to ordinary wear and tear or abusive use; (b) damage due to use of the equipment beyond the design temperatures; (c) defects that are the result of characteristics common to the materials used; (d) loss, injury or damages caused in any way by the weather elements; (e) conditions resulting from condensation on, or expansion or contraction or, any materials; (f) any water leak, blockage, freezing, or other malfunction of condensate or drain lines; and/or (g) air leaks arising from structural deficiencies within existing supply/return ducts or transitions. If Customer opts for a Warranty Period exceeding two (2) years, Customer agrees to maintain yearly service agreements with Seller for the entire duration of the Warranty Period; Seller shall not be liable for warranty repairs during the Warranty Period in the absence of such yearly service agreement(s). 

10.  Design Conditions

All equipment is designed according to the Manual. Seller is not responsible for cooling/heating beyond the Manual standard design temperatures, high humidity levels, system reaching dew point, ductwork sweating/producing condensate due to home infiltration rates, or any other reason. Seller is not responsible for any problems incurred due to incorrect information provided by the Customer at the time of consultation and load calculation. If the Customer does not authorize Seller to conduct its own testing to determine load calculations, all insulation values, Seller shall size the new HVAC system based on the size of the existing HVAC system. In such a case, Seller shall not be responsible for problems caused by oversizing (including without limitation short cycling, humidity control, and mold growth) or under-sizing (including without limitation inability to heat or cool within the Manual J. standard design temperatures).

11. Performance or Condition of Existing Equipment 

Seller is not responsible for the performance, functionality, or compatibility of existing equipment, ductwork, duct board, controls, or other equipment/materials that are not replaced during a job installation and that the Customer agrees to keep in place. In the event that the system fails to operate properly, the Warranty service will only cover the newly installed equipment, controls, or materials, as well as our workmanship. In the event that an existing piece of equipment prevents the proper start-up or operation of the new equipment or system, the Customer assumes all responsibility for any additional service charges that may be incurred.

12.  Existing Line Set 

Seller is not responsible for any problems with heating or cooling due to the existing line set, which may require repair and replacement for an additional cost to the Customer in the event Seller is unable to pull a 500-micron vacuum on an existing line set. Should Customer reject Seller’s recommendation to replace an existing line set, Seller’s limited warranty is voided.

13.  Existing Gas Pipe

The seller is not responsible for the condition of any existing gas pipe that is not readily accessible. The customer is responsible for any additional costs incurred if pressure testing is required to identify leaks and necessary repairs.

14.  Paint, Patchwork, and Repairs 

Seller is not responsible for any painting, patchwork, or repair work that may be required following modification/installation work.

15.  Personal Property

Seller is not responsible for damage to the Customer’s personal property left in or near the project area.

16.  Existing Attic Access Stairs

In the event Customer’s existing stairs cannot be safely utilized for the removal and installation of equipment, an alternate method or access may be required. Seller is not responsible for (a) the replacement or repair of attic steps or stairs that must be removed to complete removal or installation work; and/or (b) any property damage resulting from the removal of the attic steps or stairs.

17.  Mold

Seller shall not be responsible for any claims, damages, actions, costs, or other liabilities, whether direct or indirect, that may be caused by, resulting from, or relating to, mold. The discovery and/or removal of any mold or any hazardous materials are excluded from the scope of Seller’s work, and Seller reserves the right to stop work until such mold or hazardous materials are removed.

18.  Insurance and Waiver of Subrogation

The customer shall maintain property insurance upon the entire structure including all work to be performed pursuant to this Agreement to the full insurable value thereof. This insurance shall insure against the perils of fire, theft, extended coverage, vandalism, and malicious mischief. Customer and Seller waive all rights against each other for damages caused by insured perils whether or not such damage is caused by the fault or negligence of any party hereto

19.  Indemnification 

Customer shall indemnify, defend, and hold harmless Seller and its respective directors, officers, employees, agents, sureties, subcontractors, and suppliers from and against any and all losses, costs, expenses, damages, injuries, claims, demands, obligations, liabilities, judgments, fines, penalties, interest and causes of action, including without limitation administrative and legal costs and reasonable attorney's fees, involving the following: (a) injury or death to any person, or damage to or destruction of any property (including loss of use thereof), except to the extent caused by the sole negligence or intentional misconduct of Seller; and (b) any failure of the Customer to comply with the requirements of the Agreement.

20.  Risk of Loss

Risk of loss shall pass to the Customer upon delivery of materials and equipment to Customer’s Property. Seller shall not be responsible for any loss due to fire, theft, vandalism, and/or malicious mischief once delivered to Customer’s Property. The customer shall assume all responsibility for any such loss and the Customer shall maintain insurance coverage to protect against such loss.

21.  Severability

Should any part of this Agreement be adjudged to be void, unenforceable, or contrary to public policy, only such void or unenforceable portion shall be stricken and eliminated hereof while the other portions remain valid and enforceable.

22.  Performance

If Customer fails to perform any of Customer’s obligations herein or if Seller, in good faith, believes that the prospect of payment or performance to be impaired, Seller may upon seven (7) days written notice to Customer terminate this Agreement while retaining all mechanic’s lien rights as well as the right to payment for the full amount of work performed plus reasonable overhead and profit, interest, attorneys’ fees, and other charges due and unpaid.

23.  Collections

If amounts owing under this Agreement are not paid within thirty (30) days, the Customer agrees to pay a late charge on any outstanding balance at two percent (2%) per month or twenty-four percent (24%) per annum on the unpaid amount calculated from the date payment was due. The customer will be deemed to have accepted Seller’s performance as complete under this Agreement unless the Customer notified Seller in writing otherwise within thirty (30) days of substantial completion. Should Seller retain the assistance of a third party, including without limitation an attorney, to assist with the collection of unpaid amounts due and owing, Customer agrees to pay Seller’s costs associated therewith including without limitation reasonable attorneys’ fees, court costs, and interest at the maximum legal rate.

24.  Entire Agreement 

This Agreement constitutes the entire agreement between Customer and Seller. No agreements, representations, or warranties other than those specifically set forth herein shall be binding on any of the parties unless set forth in writing and signed by both parties. 

Questions?

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