For each proposal, look for clear written answers to the same questions. If something is missing, mark it “not stated” and ask. “Listed” does not mean “correct”; the installer should verify the final design and equipment.
1. Match the rooms to the proposed air delivery
Start with a room-by-room map. A different head count or zone layout can change what each bid covers.
- Does the proposal name every room or area included?
- For each room, is an indoor unit listed—or is it served through a shared/open area?
- Are the proposed unit type, model number, and capacity written for each room?
- If a room has no dedicated head, how is it expected to be heated and cooled, especially with doors closed?
2. Ask how the system was selected
Do not choose equipment from square footage or the worksheet. Ask the installer to explain the sizing basis and the assumptions for your home.
- What room-by-room load calculation or other sizing method was used?
- Which outdoor design temperatures and home conditions were assumed?
- What are the exact outdoor and indoor model numbers, and has the manufacturer-approved combination been confirmed?
- For cold-weather heating, what capacity and operating limits apply near the local winter design temperature?
- How did the design account for the system’s minimum capacity and the loads of smaller rooms?
3. Compare placement, piping, and drainage
The route and locations affect the visible finish, access, and how the installation fits your home.
- Where will each indoor and outdoor unit go, and is service access considered?
- Is the line-set route and approximate length shown for each indoor unit?
- What concealment, line covers, wall openings, or other finish work are included?
- How will condensate and outdoor defrost water drain, and where will that water go?
- Are the outdoor location and airflow clear of likely service or drainage problems?
4. Put responsibilities and included work in writing
When a detail is unclear, ask who is responsible and whether the cost is included in the proposal.
- What electrical work is included, and what existing panel or circuit capacity is assumed?
- Who handles permits and inspections, where required?
- Are drilling, patching, trim, painting, and cleanup included or excluded?
- What startup and commissioning checks will be performed, and what records will you receive?
- What are the separate parts, labor, and workmanship warranty terms and exclusions?
5. Compare totals only after aligning scope
A side-by-side total is just arithmetic if the bids cover different rooms, equipment, electrical work, or finish repairs. It is not a market benchmark or a judgment about value.
- Do the bids include the same rooms and number of indoor units?
- Are model numbers, accessories, electrical work, permits, and finish repairs comparable?
- Are rebates, allowances, and optional work shown separately?
- What change would alter the price after work begins, and how will it be approved?
Independent references
- ENERGY STAR: Ductless Heating & Cooling — homeowner guidance on sizing, placement, airflow, outdoor-unit location, and finding qualified help.
- U.S. Department of Energy Building America: Guide to Sizing & Selecting Air-Source Heat Pumps in Cold Climates — professional guidance on load calculations, design conditions, and equipment selection.
These references do not endorse this worksheet or any installer. Local codes, project details, and equipment requirements vary; confirm them with a qualified professional.