Which details help an installer quote a replacement accurately?
- Photograph accessible equipment labels and the surrounding space.
- Describe what you want improved, not only the old model.
- Ask what removal, making good and electrical work the quote includes.
Collect the equipment details safely
Photograph the indoor unit, outdoor unit and any accessible model labels from ground level. Add a wider photo showing the wall, nearby windows, the outdoor mounting and access around it. Do not remove covers, climb onto a roof or enter a ceiling space to obtain a quote photograph.
If you have the original installation invoice, user manual or service report, include it. Tell the installer whether the old equipment still operates and whether the replacement follows a diagnosed fault. An equipment label identifies the model; it does not prove that the existing installation can simply be reused.
Describe the replacement's job
Write a few sentences about the room: approximate dimensions, normal occupancy, heating and cooling priorities, and any persistent comfort problem. Explain whether you want to keep the same position or move it. A move that looks small on the wall can change pipework, drainage, electrical routes and wall repairs.
Include planned changes such as an extension, new glazing or room conversion. If the current system was satisfactory, that is useful too. Ask for the proposed capacity and placement to be checked against the space rather than copied from the old equipment without discussion.
- Rooms to be covered and rooms outside the scope
- Heating, cooling or both, and usual operating periods
- Placement preferences and areas where airflow would be uncomfortable
- Known access restrictions, shared walls or owners corporation requirements
Ask what is inside the installed price
The quote should identify the indoor and outdoor model combination, removal and disposal arrangements, proposed mounting, drainage and electrical scope. Ask whether existing pipework or cable is being retained, and what inspection determines its suitability. List any painting, plastering, roof work or cabinetry that another trade needs to finish.
Clarify parking, gate width, stairs, lift access, pets and the presence of tenants. These ordinary details help the installer plan the visit and distinguish a complete quote from an allowance that is still subject to site inspection. Make sure exclusions are written in language you understand.
Compare equivalent proposals before booking
Check that competing proposals cover the same room brief and installation work. Ask how the selected model's relevant climate-zone efficiency information compares with similar-capacity alternatives. Energy Rating's comparison guidance uses both capacity and features; a star count alone is not a whole-of-job comparison.
Before accepting, confirm who is responsible for approvals, what access is needed, how the old system is decommissioned and what handover documents will be supplied. Ask for equipment availability and the proposed appointment to be confirmed rather than treating an indicative enquiry date as a booking.
Questions that come next
Official information
Rules and product guidance can change. These sources support the relevant safety, energy or property guidance above.