Route urgent hazards first. Smoke, fire, a carbon-monoxide alarm, gas odor, damaged fuel or venting equipment, exposed electrical hazards, or unsafe attic access should bypass the sales form and follow current emergency guidance.
Qualify the system and complaint. Ask about system type, affected rooms, when the problem occurs, recent HVAC or remodeling work, visible duct condition, filter history, attic or crawlspace access, and prior tests. Do not turn a symptom form into a remote diagnosis.
Define the diagnostic level. Explain whether the first visit is visual, measured, or both. Identify the test standard or instrument when relevant, what portion of the system is isolated, what number or evidence will be reported, and why results from different test boundaries may not be directly comparable.
Separate four possible scopes. Show when the next step is sealing sound ducts, repairing or replacing damaged sections, insulating ducts, or correcting airflow and static-pressure problems. A single project may include more than one, but the page should not imply that sealant fixes crushed, undersized, contaminated, or inaccessible ducts.
Map access and exclusions. State which attics, crawlspaces, closets, chases, ceilings, roofs, and equipment connections can be reached; how access, asbestos or other suspect materials, pests, water damage, fragile surfaces, and concealed assemblies affect scope; and who restores finishes if openings are authorized.
Make the proposal comparable. List diagnostic fee, preparation, test, sealing method, repair allowances, insulation, access, permits if applicable, cleanup, taxes, warranty, exclusions, and change authorization. Avoid universal savings, comfort, indoor-air-quality, or payback claims.
Close with evidence. Provide before-and-after test results when that measurement is part of the contract, repaired-location photos, materials, accessible defects found, remaining leakage or access limits, system observations, warranty, and a route for unresolved rooms. Do not substitute a percentage graphic for the actual project record.