What to Include in a Commercial HVAC Quotation Request

A clear project brief helps equipment suppliers prepare comparable proposals and identify technical questions before an order. You do not need to have every answer at the first inquiry. Mark unknown items as needing selection support, and send the information already available.

1. Project location and use

Give the country or region, building type and intended use of the system. Include whether the project is a new installation, an extension or a replacement. State the project stage and preferred delivery schedule.

2. Equipment and system duty

List the equipment type and quantity if already selected. Otherwise provide the design cooling and heating loads or ask for help defining the selection. For chilled-water equipment, include the required water temperatures and any existing system information. For ducted units, include the required airflow and external static pressure. For VRF, include the room layout and indoor-unit schedule where available.

3. Power and installation information

Confirm the site's voltage, phase and frequency. Share the design outdoor temperatures, installation location and access restrictions. Existing drawings, equipment schedules and photographs can help explain the project; remove confidential details that are not needed for the inquiry.

4. Define the supply and support scope

State whether you need equipment only, system selection, controls coordination, installation guidance or commissioning support. Identify any accessories or interfaces that must be included. Ask the supplier to distinguish included items from options in the proposal.

Identify the local team responsible for installation, commissioning and service. Tongxing can provide remote technical support; any on-site assistance, including its scope, timing and costs, is agreed for the individual project.

5. Ask for the applicable documents

Request the exact model list, performance selection and its rating conditions, electrical data, dimensions, installation requirements and required market documents. For a certification claim, ask which models and configurations the supporting document covers.

6. Compare proposals on the same basis

Check that proposals address the same duty, electrical supply, configuration and support scope. Ask each supplier to identify assumptions and outstanding technical questions. A product name or nominal capacity alone does not describe the complete offer.

Send your project brief

If available, include the estimated equipment budget and currency, your purchasing role and the target purchase or delivery date. Keep equipment supply separate from the overall building and installation budget. An unknown budget does not prevent an initial project discussion.

Begin with your project country, building type, equipment of interest and the information you have. Use the product inquiry link to include a specific model, or contact Tongxing for a wider project discussion. The team can then identify the next information needed for equipment selection and a quotation.