HVAC Equipment Schedule Template

Build and download a free HVAC equipment schedule, one line per unit with tag, capacity, airflow, electrical and efficiency data. Tons, CFM per ton, MCA and MOCP are calculated as you type, and anything outside the design band or below the federal minimum is flagged. PDF, Excel, or Word export.

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HVAC equipment schedule

List every unit on the job with its tag, location, capacity, airflow, electrical and efficiency data. Tons and CFM per ton are calculated as you type, nameplate MCA and MOCP are cross-checked against NEC 440, and anything outside the design band or below the federal minimum is flagged.

Equipment Schedule

HVAC · Equipment Schedule

Units

1

Total cooling

0

Total tons

Not set

Total CFM

0

Group MCA

Not set

Flagged

0

DOE 2023 North region · Group MCA per NEC 440.33, for units on common feeder conductorsNo flags
1Schedule detailsWhat job this schedule belongs to, and which efficiency region applies.
Schedule number
Date
Project name
Building / areaoptional
Prepared by
Efficiency region
2Contractor & clientAppears at the top of the finished schedule.
Contractor
Project / client
3Equipment unitsOne line per unit. Open Details for location, nameplate, efficiency and warranty data.
Not set
Remarksoptional

Add to your schedule:

Download your schedule:

Free · no signup · fully editable

What's included

  • Contractor and project/client blocks with license number
  • Schedule number, date, project name, building or area, and preparer
  • DOE efficiency region selector, North, Southeast, or Southwest
  • One line per unit: tag, equipment type, area served, and cooling capacity
  • Equipment type presets, split AC, heat pump, gas furnace, RTU, air handler, mini-split, packaged unit, ERV/HRV, boiler, exhaust fan
  • Make, model, serial number, and heating capacity per unit
  • Blower airflow with auto-calculated CFM per ton, banded 350 to 450
  • Voltage, phase, compressor RLA, and other motor loads
  • Auto-calculated MCA and MOCP per NEC 440.33 and 440.22(A), landed on a NEC 240.6(A) standard size
  • Nameplate MCA and MOCP fields, with a flag when the nameplate exceeds the code ceiling
  • Efficiency rating checked against the DOE 2023 SEER2, EER2, HSPF2, or AFUE minimum for your region
  • Refrigerant type and charge, AHRI certified reference number, install date, warranty expiry, and filter size
  • Company logo upload, remarks, notes, and sign-off
  • Export to PDF (landscape), Excel (.xlsx), or Word (.docx)

How to use this template

  1. 1

    Set up the schedule

    Add your company, the project and client, a schedule number, and who prepared it. Pick the DOE efficiency region, it decides which minimum every unit is checked against.

  2. 2

    Add each unit

    Start from an equipment type preset, split AC, heat pump, furnace, RTU, mini-split and the rest, or add a blank row. Give each one a tag and the area it serves.

  3. 3

    Enter capacity and airflow

    Type the cooling capacity in BTU per hour and nominal tons appear automatically. Add blower CFM and the schedule calculates CFM per ton, flagging anything outside the 350 to 450 design band.

  4. 4

    Fill in the nameplate data

    Open Details for make, model, serial, voltage, compressor RLA, refrigerant, and the AHRI reference number. MCA and MOCP are calculated from the RLA per NEC Article 440, and the efficiency rating is checked against the federal minimum.

  5. 5

    Review the flags and export

    Anything out of band or below the minimum is listed at the bottom of the schedule. Add remarks, sign off, and download a landscape PDF, an Excel file for the submittal, or Word.

Why the equipment schedule is the document everyone comes back to

The equipment schedule outlives the job. Long after the invoice is paid, it is the sheet the next technician opens to find out what is on the roof, what refrigerant is in it, what filter it takes, and whether the warranty is still live. It is also what the inspector, the commissioning authority, and the rebate program each ask for in a slightly different format. Getting it right once, in a form you can hand over, saves the callbacks.

Most free equipment lists are a spreadsheet with column headings and nothing behind them. This one does the arithmetic that actually goes wrong in the field. Nominal tons come straight off capacity, twelve thousand BTU per hour is one ton of refrigeration, and CFM per ton is checked against the real design band rather than the four hundred rule of thumb, because ACCA's own guidance is to run nearer three fifty in humid climates for latent capacity and nearer four fifty where the air is dry. On the electrical side, MCA follows NEC 440.33 at a hundred and twenty five percent of the compressor rated load current plus the other loads, and MOCP follows 440.22(A), which permits a device "not exceeding" a hundred and seventy five percent, so the answer rounds down to a standard NEC 240.6(A) size, not up. That single detail is the one most calculators get backwards.

It also checks efficiency against the right number. The DOE 2023 standards are regional for split-system air conditioners: thirteen point four SEER2 in the North, fourteen point three in the Southeast and Southwest under forty five thousand BTU per hour, with an EER2 floor on top in the Southwest. A unit that is perfectly legal in Michigan cannot be installed in Georgia. Pick your region and the schedule flags it. Build it here, then let CloseCrew handle the phones so Crew books the next job while you finish this one.

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Worth asking before you book

Equipment Schedule FAQs

It is the tabular list of every piece of equipment on a job, one row per unit, carrying the tag, the area it serves, make, model and serial, capacity, airflow, electrical data, efficiency rating and refrigerant. It appears on drawings as a submittal schedule, and it is handed over at closeout as the as-built equipment list. It is the same document contractors also call an equipment list or an equipment inventory.
Four hundred CFM per ton is the rule of thumb, but the usable design range is three hundred and fifty to four hundred and fifty. ACCA's guidance is to move toward three fifty in hot, humid climates so the coil removes more moisture, and toward four fifty in dry climates where sensible capacity matters more. This template calculates CFM per ton from the capacity and airflow you enter and flags anything outside that band so you check it against the manufacturer's blower table rather than assuming.
MCA, the minimum circuit ampacity that sizes the conductors, is a hundred and twenty five percent of the largest motor-compressor rated load current plus the other loads, per NEC 440.33. MOCP, the maximum overcurrent protection that sizes the fuse or breaker, comes from NEC 440.22(A), which permits a device "not exceeding" a hundred and seventy five percent of the compressor RLA plus the other loads, so the computed value is rounded down to the next standard rating in NEC 240.6(A), never up. If that device will not carry starting current, 440.22(A) allows an increase capped at two hundred and twenty five percent, and this template shows that ceiling too. Always defer to the equipment nameplate when it disagrees.
Under the DOE 2023 standards, split-system air conditioners are regional: thirteen point four SEER2 in the North, and fourteen point three SEER2 under forty five thousand BTU per hour or thirteen point eight at and above that in the Southeast and Southwest, with the Southwest adding an EER2 floor of eleven point seven and eleven point two. Split-system heat pumps are national at fourteen point three SEER2 and seven point five HSPF2, and single-packaged units at thirteen point four SEER2 and six point seven HSPF2. Non-weatherized gas furnaces are eighty percent AFUE today, rising to ninety five percent for products manufactured on or after December 2028. Pick your region and the schedule applies the right number. Commercial equipment at sixty five thousand BTU per hour and above is not scored here, check ASHRAE 90.1 and the AHRI certificate.
Because the published SEER2 and HSPF2 ratings apply to a specific matched combination of outdoor unit and indoor coil, not to the condenser alone. The AHRI certified reference number identifies that exact combination. Building departments use it to confirm code compliance, and utility rebate programs and federal tax credit filings routinely require it. A schedule that already carries the number saves you digging it out of the directory months later.
Yes, and it matters more now than it used to. R-410A production for new equipment ended on January first, 2025 under the AIM Act GWP limit, so new systems ship with R-454B or R-32. Both are A2L refrigerants, mildly flammable rather than non-flammable, which changes handling, leak detection, and service parts. Recording the refrigerant and the charge tells the next technician what they are walking into before they open the unit.
Yes. Build and download it free as a landscape PDF, an Excel file, or a Word document, no login. Add as many units as the job needs, and the Excel version comes with proper column widths and a frozen header row so it stays readable when the schedule runs long.
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