Separate urgent safety from shopping. Route a carbon-monoxide alarm, suspected gas leak, smoke, fire, or visibly damaged fuel or venting system to current emergency guidance. A quote form is not an emergency response channel.
Document the replacement case. Record equipment identity, condition, failure history, current diagnosis, repair estimate, parts and warranty status, comfort complaints, operating concerns, and customer goals. Explain what is known, what remains to be inspected, and why each option is still open or excluded.
Define the design inputs. Describe the heating-load method, design temperatures, envelope and duct observations, zoning, ventilation, filtration, cooling-system relationship, and future changes. Publish the resulting capacity and assumptions in the proposal rather than promising a size online.
Compare actual configurations. For each option, list model numbers, input and output capacity, AFUE, stages or modulation, blower type, compatible thermostat, electrical and fuel requirements, venting category, condensate needs, filtration, sound or space implications, and applicable certification or incentive conditions.
Scope the complete installation. Separate furnace, coil or matched-system changes, sheet metal, ducts, gas piping, venting, electrical, drain, platform or access work, thermostat, permits, inspection, removal, haul-away, taxes, and exclusions. Identify allowances and the conditions that require a change order.
Explain price and warranty boundaries. Distinguish deposit, progress and final payment, financing terms if offered, manufacturer parts or heat-exchanger coverage, registration deadlines, contractor labor coverage, maintenance conditions, and who handles a future claim. Do not turn an estimated saving or payback into a guarantee.
Commission and hand off. Record equipment and settings, airflow and temperature response, fuel pressure and combustion or vent checks where applicable, safety controls, condensate, thermostat modes, heating and cooling operation, inspection status, registration, manuals, photos, customer instruction, and open items.