Record equipment substitutions, route changes, added work and approval before an HVAC installation proceeds beyond the accepted quote.
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Updated 2026-09-18 · CANRO Heating & Cooling
When an HVAC installation changes from the accepted quote, ask for a written change record before the additional or substituted work proceeds. It should identify what changed, why, the price effect and any effect on timing or performance.
A change can be reasonable when access or existing conditions differ from expectations. The problem is not the existence of a change; it is losing track of what you have agreed to buy.
Reference the accepted quote and its date. Describe the original item and the proposed replacement in enough detail to compare them. “Upgrade equipment” is less useful than the old and new model numbers with the reason for substitution.
For a route change, identify the affected piping, drain, wiring or ductwork and any visible finish work. Ask whether the change affects access, maintenance or another part of the project. Keep an updated sketch or photograph when it makes the difference easier to understand.
This is a project-organization checklist, not a legal contract template. Ask your adviser about disputed contractual obligations rather than relying on a website checklist to determine them.
For equipment changes, request the exact models and relevant performance, controls and warranty information. If a rebate or other program is involved, confirm the revised combination against current requirements before relying on it.
A similar brand name or nominal capacity does not settle every design question. Ask the contractor to explain why the substitute meets the agreed project brief and whether any supporting equipment changes too.
A new route may affect a wall opening; a different appliance may affect electrical or venting scope. Ask who is responsible for associated work and restoring finishes. Avoid approving a narrow line item while leaving its necessary consequences unpriced and unassigned.
If a permit or other approval must be updated, ask who handles it and whether that affects the installation sequence. Record unresolved dependencies instead of assuming they will disappear during the job.
Attach approved changes to the final invoice and equipment record. Check that the completed installation reflects the latest agreed scope, not a mixture of the original and revised proposals.
ENERGY STAR's bid comparison checklist emphasizes defined installation scope. Keeping that scope current during the work makes the same principle useful after the quote is accepted. If you disagree with a proposed change, identify the disputed item and request clarification before treating it as authorized.
Technical references checked 2026-09-18. The planning examples are illustrative; equipment instructions and project requirements must be checked for your home.
For help with a residential HVAC project in Greater Vancouver, contact CANRO with your equipment details and the question you need answered.
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