HVAC permit requirements depend on the project and the authority reviewing it. A replacement, addition, new home, or major duct change may call for different paperwork, so do not assume one report applies everywhere. This guide explains what to ask before you submit plans and how Manual J, Manual S, Manual D, and energy-code documents differ.
Contact us about your project and share your plans
Start by identifying the authority reviewing the work
The building department or other local authority that receives the application is the place to confirm which documents are required. Rules and submission practices can vary by jurisdiction, project scope, and the code in effect. A checklist from a nearby town, an old permit packet, or a contractor’s experience on a different job may not answer the question for this address and project.
Before requesting reports, identify the exact project location and describe the work plainly. Is this a like-for-like equipment replacement, a change in fuel or system type, an addition, a new custom home, or a duct redesign? Are you changing the building envelope as well as the HVAC system? Is the project one dwelling or multiple systems? These details help the receiving authority tell you what belongs in the submission.
Ask the authority, preferably in writing, for its current application checklist and any HVAC-specific forms or supporting calculations. Clarify whether the requirement applies to this particular scope, whether documents must be submitted with the initial application or later, and how they should be delivered. Also ask whether the reviewer expects a particular format, edition, signature, or project information on each report. If instructions are unclear, ask the reviewer to explain rather than inferring a requirement from a generic web page.
Manual J Express prepares residential design-support calculations and energy-code reports remotely from its Lakewood, New Jersey base. It is not the permitting authority or the HVAC installer. A report intended for submission does not itself guarantee approval, and local officials decide what documentation they will accept.
What HVAC reports might be relevant?
Different reports answer different questions. Some projects may call for one calculation; others may require several separate documents, or none of these particular reports. A request for a “load calculation” is not automatically a request for a complete equipment and duct design. Confirm the exact deliverable names and scope with the authority and the project team.
| Report or document | What it addresses | Questions to confirm |
|---|---|---|
| Manual J | Residential heating and cooling loads based on the home’s characteristics and design conditions. | Is a load calculation requested? Does the reviewer expect room-by-room loads or a block load? |
| Manual S | Equipment selection using the calculated loads and manufacturer performance information. | Is equipment-selection documentation needed, and what equipment details must be shown? |
| Manual D | Duct sizing and layout, including airflow and the proposed duct arrangement. | Does the project change ducts or require a duct design? What layout information is needed? |
| Energy-code report | Building-envelope and energy-code compliance, separate from HVAC sizing. | Which report type and code edition apply to this jurisdiction and project? |
The Air Conditioning Contractors of America (ACCA) is a professional association associated with residential HVAC design resources. Its website is a starting point for learning about the separate design disciplines; it does not establish what a local reviewer will require for a particular permit.
When might a Manual J calculation be requested?
Manual J calculates a home’s heating and cooling loads. The result is an estimate of the heating and cooling capacity the building needs under specified conditions, based on project details such as floor area, insulation, windows, air leakage assumptions, orientation, and location. It is different from selecting a piece of equipment or drawing a duct system.
An authority or project specification may request load calculations for new construction, an addition, a system replacement, or another scope where the proposed capacity needs documentation. But do not treat these examples as a universal list of permit triggers. The local authority determines what it asks for, and the answer can depend on the work being done and local rules.
A useful request is specific: “For this address and this replacement scope, do you require a residential heating and cooling load calculation, and should it show room-by-room loads or a block load?” That last distinction matters. Manual J output may be room-by-room or block load depending on the report ordered. If the reviewer or contractor needs room-level values for equipment or airflow planning, establish that before the report is prepared.
To help prepare a project-specific calculation, gather complete floor plans for each level, including a basement if relevant, and construction information. This may include wall, roof, window, and insulation details, along with proposed heating and cooling system preferences where known. Incomplete or changed inputs can affect the calculation, so identify assumptions and provide updates when the plans change. See the Manual J service information for the type of load calculation offered.
How do Manual S and Manual D fit in?
Manual S and Manual D are separate deliverables, not automatic parts of a Manual J order. They follow different design questions, even when the same project team uses all three reports.
Manual S: is the proposed equipment a suitable match?
Manual S addresses equipment selection. It uses the calculated loads together with manufacturer performance information and proposed system details to evaluate equipment capacity under the relevant conditions. It is not simply a list of units that match the home’s square footage.
Ask the authority whether it requests equipment-selection documentation, and ask the contractor which model numbers and performance data are under consideration. If the equipment has not yet been chosen, confirm whether a preliminary selection is acceptable or whether the reviewer needs a final proposed model. A Manual J load is an important input, but it does not itself select the installed equipment. The installing contractor verifies conditions at the site and makes the final equipment selection.
For more on that separate scope, review the Manual S equipment-selection service. Clarify the equipment and project assumptions that should be reflected in any requested report.
Manual D: does the duct system support the design?
Manual D addresses duct sizing and layout, including room airflow, branches and trunks, and relevant system pressure considerations. It can be useful when a project includes new ducts or significant duct changes, but the permit office must confirm whether it expects a duct-design report for the proposed work.
Ask whether the submission needs a complete duct layout, room airflow information, or other specific details. Share the proposed equipment location, available space, and any known limitations with the design team. If installed duct routes differ from the assumptions in a report, the design may no longer describe the work as built. The contractor should check field conditions and coordinate changes rather than relying on a drawing that no longer matches the installation.
Manual D is not included merely because a Manual J calculation was requested. Learn about the separate Manual D duct-design report and confirm the scope your project needs.
Does an energy-code report replace HVAC design reports?
No. An energy-code compliance report addresses a different question from a heating and cooling load, equipment selection, or duct design. A project may need energy-code documentation, HVAC design calculations, both, or other documents. Do not substitute one report for another unless the receiving authority explicitly confirms that it meets the requirement.
REScheck is an energy-code compliance report option for certain residential projects. Florida residential projects may instead involve the Florida Energy Code Compliance Form 405/R405, depending on the applicable requirements. These are distinct report types: REScheck is not a substitute for Florida Form 405, and a report for one jurisdiction or code edition should not be assumed to apply to another.
Ask the authority which compliance method or form it accepts, which code edition applies, and whether the report must cover the whole building or a particular scope. Check for local amendments or project conditions that affect the answer. Manual J Express lists Florida Form 405 information and energy-code options, but the authority remains the source for the project-specific submission requirement. For general service and pricing descriptions, see the report pricing page.
How does project scope change the questions to ask?
The project description helps the reviewer identify the right paperwork. It does not, by itself, establish a permit rule. Use these examples to frame the conversation with the authority and contractor, then follow the answer for the specific address.
Replacing an existing system
For a replacement, explain whether the new equipment is intended to use the existing ducts, whether capacity or system type is changing, and whether any rooms or areas are being added. Ask whether the application calls for a new load calculation, equipment-selection details, or other documentation. If someone proposes choosing replacement capacity from the old unit label alone, ask how the current home’s loads and conditions have been considered. The old equipment may not tell the whole story about the home’s present layout, windows, insulation, or intended use.
If the project keeps the ducts, clarify whether the reviewer expects a duct report or only information about the proposed equipment. If ducts will be altered, identify which areas change and provide updated plans. Manual D describes a duct design; it does not verify that the installed ductwork matches that design. The contractor should compare the plan with actual site conditions and account for field constraints.
Adding conditioned space or building a new home
An addition or new home may involve both building-envelope and HVAC questions. Tell the reviewer which portions are new and which existing areas are affected. Ask whether a load calculation should cover the new area alone, the entire dwelling, or another clearly defined scope. Do not assume the existing system has spare capacity just because the new area connects to it. The contractor and design team need to coordinate the loads, equipment proposal, and any duct changes for the intended configuration.
For a new home or major renovation, ask separately about energy-code documentation. Confirm the accepted report type and applicable code edition, rather than treating a Manual J result as proof of energy-code compliance. If the site is in Florida, ask whether Form 405/R405 applies to that project; for other locations, confirm the required compliance method with the local authority.
When several systems or stakeholders are involved
For a multi-system project, clarify whether the reviewer expects one report for the dwelling, separate calculations for each system, or another breakdown. Make sure plan labels and equipment schedules use consistent names so that the contractor, report preparer, and reviewer can tell which loads and equipment belong together. A mismatch between a floor plan, equipment schedule, and application can create questions even when each document is understandable on its own.
When the homeowner, builder, contractor, architect, and report preparer share responsibility, choose one person to collect the authority’s written instructions and distribute the current plans. Track revisions by date, and point out what changed. That simple handoff makes it easier to prepare the intended scope and less likely that an outdated drawing will be treated as final.
What should you verify before ordering a report?
Use this checklist before sending plans or paying for any outside preparation. It helps align the report with the project and reduce avoidable back-and-forth.
- Confirm the reviewer. Identify the department or authority that will receive the application and obtain its current instructions.
- Describe the scope. Include the address, whether the job is a replacement, addition, new build, or duct change, and whether the HVAC system or building envelope is changing.
- Name the requested documents. Ask directly whether Manual J, Manual S, Manual D, an energy-code report, forms, or other supporting information are required.
- Clarify the required detail. Ask whether the load must be room-by-room or block, and what equipment or duct information the reviewer expects.
- Confirm format and sign-off instructions. Find out whether the authority has a form, file format, submission sequence, or signature requirements. Do not assume that a report provider’s standard format satisfies every local process.
- Coordinate with the installer or design team. Confirm that the proposed equipment, plans, and site assumptions are consistent. The installer must verify on-site conditions and finalize equipment selection.
- Recheck after changes. A revised floor plan, window schedule, equipment model, or duct route can alter the basis of a design. Ask whether changed inputs require an updated report before submission or installation.
Keep the authority’s response with the project file. If the reviewer gives verbal guidance, a short follow-up email summarizing what you understood can help the team avoid mismatched expectations. This is especially useful when a builder, homeowner, contractor, and report preparer are coordinating separate parts of the application.
What reports can and cannot confirm
A project-specific report documents calculations or design information using the plans and construction details supplied for preparation. Those inputs are not independently verified by Manual J Express. Reports support design and permitting discussions, but they are not final architectural or engineering construction documents and are not a promise that the authority will approve a permit.
The contractor remains responsible for checking actual site conditions and making the final equipment selection. If a report needs a signature, confirm the receiving authority’s instructions; the customer’s stated process places any required signature with the HVAC installer, contractor, or architect. Do not assume that a report includes a professional seal or engineer signature. Where the installed duct layout or other project details change, the report’s assumptions may need review.
Manual J Express delivers reports as PDF files by email, with hard copies mailed on request. For a project-specific question or to share plans through the contact form, contact the team. Include the address, project scope, and any written instructions from the permit reviewer.
Review the Manual J load calculation service
Frequently asked questions
Are Manual J, Manual S, and Manual D all required for every HVAC permit?
No universal package should be assumed. The authority and project scope determine what documentation is requested. Ask which reports apply to the specific work; each report covers a different task, and ordering one does not mean the others are included.
Does a Manual J report guarantee permit approval?
No. A Manual J report documents heating and cooling loads based on supplied project information. The receiving authority decides whether the report and the full application meet its requirements. Confirm the requested format and details before ordering.
Can I use REScheck for a Florida energy-code submission?
Do not assume so. Florida Form 405/R405 and REScheck are different report types. Ask the Florida authority which form and code edition it requires for the specific project.
What if the plans or equipment change after the report is prepared?
Tell the contractor and report preparer about the change. Altered envelope details, equipment, or duct routes may affect the assumptions and design information, so ask whether the report should be revised before it is submitted or used.
Confirm the scope before you submit
The safest way to handle HVAC permit requirements is to ask the receiving authority for current, project-specific instructions, then match each requested report to its purpose. With the scope, format, and project inputs clear, the homeowner, contractor, and design team can coordinate the right documents without treating one report as a stand-in for another.