What should a heat-pump quote include?

1. The design basis

The quote should identify the room-by-room heat-loss work, indoor and outdoor design temperatures, proposed flow temperature and total design load. Ask for assumptions about construction and insulation to be corrected before equipment is finalised.

The chosen heat pump should be shown with its capacity and efficiency at relevant conditions. A nominal model name alone does not show that it can meet the design load in cold weather.

• Room-by-room heat-loss schedule
• Design outdoor and room temperatures
• Proposed flow and return temperatures
• Equipment capacity at the design point
• Backup or supplementary heat strategy

2. Everything around the outdoor unit

List every radiator kept or changed, underfloor work, pumps, valves, buffer or volumiser, pipe alterations, flushing and water treatment. The hot-water cylinder or alternative should include size, coil suitability, controls and hygiene strategy.

This detail matters. In a 742-installation demonstration project, 93% of homes needed at least one radiator replacement and 81% needed a new thermal store. An equipment-only comparison would miss much of the actual project.

3. Position, routes, sound and permissions

Record the outdoor-unit position, base, clearances, condensate or defrost drainage, pipe and cable route and how penetrations will be sealed. Identify visible trunking, removed equipment and the standard of making good.

Planning and sound checks should be stated where relevant. Flats, listed buildings, conservation areas, shared access and title conditions can need permissions beyond ordinary technical design.

4. Electrical work and network responsibility

The quote should cover dedicated circuits, protective devices, isolators, consumer-unit changes and any immersion or backup supply. It should say who makes the DNO application or notification and whether the price assumes the existing supply is adequate.

If the network operator may require additional work, make the commercial responsibility clear before the installation date is fixed.

5. Commissioning, handover and proof

Completion should include flushing, filling, balancing, flow verification, weather-compensation settings, hot-water schedule, control explanation and the documents required for the installation. Ask what performance or consumption review is included after occupants have used the system.

Warranty length is only one part of aftercare. Record who handles faults, response expectations, manufacturer registration, maintenance conditions and what happens if the installer ceases trading.

6. Price, funding and exclusions

Show VAT treatment, payment stages, provisional sums, validity period, cancellation rights and the exact work excluded. If funding is relevant, separate the gross project price from the assumed grant or loan and state that the scheme provider decides eligibility.

Home Energy Scotland currently lists up to £7,500 grant and a further optional £7,500 interest-free loan for eligible heat pumps, with a £1,500 rural uplift to the heat-pump grant. The homeowner must follow the scheme’s order and use eligible MCS-certified parties and products.

Keep in mind: Do not start work or incur costs until the scheme provider has confirmed the steps and written offer required for your application.

Compare proposals line by line

Build one checklist and mark each quote as included, excluded, provisional or unclear. Then ask each installer the same questions. A higher total may include emitters, cylinder or electrical work that another quote leaves open.

Keep verbal answers in writing. The final contract and design documents—not a sales conversation—are what the project can be checked against.

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