Guide

What the line items on an AC quote mean.

A translation, line by line, so you can tell what you are being asked to buy.

Updated October 3, 2026EPA 608 certified

Quotes in this trade are written to be agreed to, not read. Here is what the common lines actually mean.

Diagnostic or service call fee

The charge for somebody coming out and finding the fault. Normal and legitimate. The variable is whether it gets credited against the repair.

Crediting sounds generous and has to be paid for somewhere, which is inside the repair price. Neither approach is dishonest. What matters is knowing which one you are being quoted.

Parts

“Capacitor” should say which one and what rating. A capacitor serving the compressor and fan is a dual, and the microfarad rating is printed on the can. It is a cheap part.

“Contactor” is the relay that switches the outdoor unit on. Also cheap.

“Condenser fan motor” should say whether the matching run capacitor is included. On this price list it is.

“Compressor” is the one with a comma in it. Before agreeing, ask what measurement condemned it: amp draw, a megohm reading to ground, or pressures that do not move. A compressor call should have numbers behind it.

“Refrigerant” by the pound is worth questioning on its own. A sealed system does not use refrigerant up. If it is low it leaked, and a charge without a leak search is a temporary purchase.

Labor

Flat rate or hourly. Flat rate means the number does not move if the job runs long, which is usually better for you. Ask whether roof or attic access is included or added, because that is a common place for a number to grow after you have agreed.

Warranty

Two separate things, often blurred. Parts warranty often comes from the manufacturer and may already cover the part. Labor warranty comes from the company. Ask for both in writing, and ask whether the part is still under manufacturer warranty, because that can change the price substantially.

The replacement quote

If the quote is for a new system rather than a repair, different questions apply. What failed, and what measurement showed it. What the tonnage is and what load calculation produced it. What the SEER2 rating is and what it is being compared against. Whether ductwork is included. What the permit situation is.

A replacement quote produced without a load calculation is a guess with a price on it.

Four questions that work on anybody

Which part failed, and what measurement showed that?
Can I see the reading or the photo?
Is this itemised, parts and labor separately?
What happens if it fails again, and for how long?

A company that measures is happy to show you. One that does not has nothing to hand over.

If the number still looks wrong

A second opinion is on the price list, and the checker on that page will do the arithmetic against published prices before you even call.

Straight answers

Questions that come with this one.

Should a quote be itemised?

You should be able to get it itemised if you ask. A single total with no breakdown cannot be compared against anything, which is often why it is presented that way. Ask which part, what labor, and what the warranty is on each.

Is a diagnostic fee normal?

Yes. Finding the fault is real work. What varies is whether it is credited against the repair. Credited diagnostics have to be paid for somewhere, and they usually are, inside the repair price.

They said the system is unsafe. How do I check that?

Ask what measurement led to that conclusion and ask to see it. A genuine safety condition has evidence behind it: a reading, a photo, a cracked component somebody can show you. A safety claim with nothing behind it is a sales technique.

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