How to write a hvac system replacement permit narrative
HVAC changeouts get flagged when the narrative hides a system change behind the word "replacement." State the tonnage, the efficiency, whether ductwork is touched, and what happens with refrigerant lines, condensate, and electrical — and these permits move fast.
What your narrative needs to include
- Existing and new equipment: type, tonnage, AFUE/SEER2 ratings
- Like-for-like or capacity change
- Refrigerant line set: reuse, flush, or replace
- Condensate disposal and secondary protection
- Electrical: breaker/disconnect sizing changes
- Duct modifications, if any (many jurisdictions also want duct testing noted)
Example: a complete hvac system replacement narrative
Project Description
This project involves like-for-like replacement of an existing 3-ton split-system air conditioner and 80,000 BTU gas furnace. The new system is a 3-ton, 15.2 SEER2 condenser with matching evaporator coil and a 96% AFUE two-stage gas furnace in the same locations.
Scope of Work
- Remove and legally dispose of existing condenser, coil, and furnace with refrigerant recovery per EPA 608
- Set new condenser on existing pad; install new matching evaporator coil
- Install new 96% AFUE gas furnace in existing attic location with required service platform and clearances
- Flush and pressure-test existing line set; replace filter drier
- Install new PVC combustion venting for condensing furnace, terminating per manufacturer instructions
- Connect new condensate drain with secondary drain pan and float switch
- Verify existing electrical disconnect and breaker sizing against new equipment MCA/MOCP
Materials & Methods
3-ton 15.2 SEER2 condenser and matched coil (AHRI rated), 96% AFUE two-stage furnace, Schedule 40 PVC venting, condensate safety switch.
Work Not Included
Ductwork replacement. Gas line alterations. Electrical panel work.
Contractor Statement
All work will be performed per the currently adopted mechanical, fuel gas, and energy codes, including AHRI-matched equipment and manufacturer installation instructions.
Mistakes that get hvac system replacement permits kicked back
- Not stating tonnage — capacity changes can trigger Manual J requirements
- Skipping the venting change when moving to a condensing furnace
- No mention of condensate protection for attic/closet installs
- Ignoring electrical sizing against the new equipment nameplate
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