In the competitive world of HVAC contracting, submitting a well-organized and professional estimate can be the difference between winning and losing a bid. For public-sector projects such as schools, hospitals, and government buildings formatting your estimate using the CSI MasterFormat is often a requirement. Even in private-sector work, CSI formatting adds clarity, professionalism, and structure that clients appreciate.
Division 23 of the CSI MasterFormat specifically covers Heating, Ventilating, and Air Conditioning (HVAC). It provides a standardized way to categorize and present all HVAC-related components, including ductwork, insulation, air devices, and accessories. This blog post will walk you through how to format your duct takeoff estimates using CSI Division 23, explain why it matters, and provide a sample table and checklist to help you get started.
What Is CSI MasterFormat?
The Construction Specifications Institute (CSI) developed the MasterFormat system to standardize the organization of construction documents. It divides construction work into 50 divisions, each representing a major building system or trade.
- Division 23: Heating, Ventilating, and Air Conditioning (HVAC)
- Other relevant divisions:
- Division 21: Fire Suppression
- Division 22: Plumbing
- Division 26: Electrical
Using CSI formatting ensures that your estimate aligns with the project’s specifications and makes it easier for general contractors, architects, and owners to review and compare bids.
Table: Sample CSI Division 23 Duct Takeoff Estimate Format
| CSI Code | Description | Quantity | Unit | Unit Price | Total Price |
| 23 31 13 | Galvanized Rectangular Ductwork | 2,500 LF | Linear Ft | $12.00 | $30,000 |
| 23 31 14 | Spiral Round Ductwork | 1,800 LF | Linear Ft | $14.00 | $25,200 |
| 23 33 00 | Air Distribution Devices (Diffusers) | 120 EA | Each | $45.00 | $5,400 |
| 23 07 13 | Duct Insulation | 4,300 SF | Sq Ft | $1.50 | $6,450 |
| 23 05 29 | Hangers and Supports | 300 EA | Each | $18.00 | $5,400 |
| 23 05 93 | Testing and Balancing Allowance | 1 LS | Lump Sum | $3,000.00 | $3,000 |
| 23 05 00 | General HVAC Requirements | 1 LS | Lump Sum | $2,500.00 | $2,500 |
This format provides a clear breakdown of scope, quantities, and pricing all aligned with industry standards.
Why CSI Formatting Matters
Standardization
Using CSI codes ensures your estimate is organized in a way that aligns with the project’s specifications and other trades.
Professionalism
A CSI-formatted estimate shows that you understand industry standards and are capable of handling complex projects.
Clarity for Reviewers
Architects, engineers, and general contractors can quickly verify your scope and pricing, reducing back-and-forth questions.
Easier Comparisons
When all bidders use the same format, it’s easier for owners to compare apples to apples.
Compliance
Many public-sector projects require CSI formatting as part of the bid submission process.
Tips for Formatting Duct Takeoff Estimates
| Tip | Why It Helps |
| Use correct CSI codes | Ensures alignment with project specifications |
| Break out duct types | Improves clarity and helps with procurement |
| Include accessories and supports | Prevents scope gaps and change orders |
| Apply waste factors | Accounts for cutting, scrap, and field adjustments |
| Use consistent units | Avoids confusion and ensures accurate comparisons |
| Include lump sum allowances | Covers testing, mockups, and general requirements |
| Document assumptions clearly | Reduces risk of disputes and RFIs |
| Format in spreadsheet or PDF | Makes it easy to review and share |
| Include labor and material breakdowns | Helps with budgeting and subcontractor coordination |
| Cross-reference with specs | Ensures compliance with mechanical and general notes |
Real-World Example: CSI-Formatted Estimate for a Texas Courthouse
An HVAC contractor bidding on a courthouse renovation in San Antonio used the following approach:
- Reviewed the mechanical specifications and identified all relevant CSI codes
- Broke out ductwork into galvanized, spiral, and flex categories
- Included insulation, hangers, diffusers, and fire-rated access doors
- Added lump sum allowances for testing, commissioning, and general conditions
- Delivered the estimate in both Excel and PDF formats
- Included a cover letter summarizing scope, exclusions, and assumptions
The result? A clear, professional bid that was easy to review — and ultimately won the project.
CSI Division 23 Duct Takeoff Checklist
Before submitting your next HVAC bid, make sure your estimate includes:
- Correct CSI codes for each duct component
- Quantities with consistent units (LF, SF, EA, LS)
- Unit pricing and total pricing per line item
- Accessories, supports, and insulation
- Lump sum allowances for testing and general requirements
- Clear formatting in spreadsheet or PDF
- Documented assumptions and exclusions
- Waste factors based on duct type and layout complexity
- Compliance with public bid requirements (if applicable)
- Labor and material subtotals for transparency
- Cross-referenced notes from mechanical drawings and specifications
Bonus: Common CSI Division 23 Codes for Duct Estimating
| CSI Code | Description |
| 23 05 00 | Common Work Results for HVAC |
| 23 05 29 | Hangers and Supports |
| 23 05 93 | Testing, Adjusting, and Balancing |
| 23 07 13 | Duct Insulation |
| 23 31 13 | Galvanized Sheet Metal Ductwork |
| 23 31 14 | Spiral Sheet Metal Ductwork |
| 23 33 00 | Air Distribution Devices (Registers, Grilles, Diffusers) |
| 23 09 00 | Instrumentation and Control for HVAC |
Final Thoughts
Formatting your duct takeoff estimate using CSI Division 23 isn’t just a formality it’s a strategic advantage. It shows that you understand the project, respect the process, and are ready to deliver a professional, compliant, and competitive bid. Whether you’re bidding on a school, hospital, or courthouse, CSI formatting helps you stand out and win more work.
At MSB Estimating, we specialize in CSI-formatted duct takeoffs for HVAC contractors across Texas and beyond. From public bids to private developments, we help you estimate smarter, faster, and with confidence.
Need Help With CSI-Formatted Duct Estimates?
Contact MSB Estimating today to streamline your HVAC bids with expert takeoff services.
