What to Send With a PTAC Quote Request

Published October 15, 2026 by Philly PTAC, powered by Air Distributors Company, Inc.

Request a Quote

A PTAC quote is only as accurate as the information behind it. Send five details and you get a quote you can act on in the first reply. Leave them out and the quote turns into a string of follow-up questions while a room sits without heat or cooling.

1. The model number of the existing unit

This is the single most useful detail. The model number identifies the brand, the series, the cooling capacity, the heat type, and often the voltage. For legacy units, it also tells the distributor which sleeve family you have.

Find it on the nameplate, which is on the chassis behind the front cover. Copy the full number, including letters and dashes. A partial number like "AZ45" tells the series but not the capacity or heat type. A full number like "AZ45E12" tells all three.

Also note the brand on the nameplate. It sometimes differs from the brand on the front cover, especially on older McQuay, Singer, and Remington units.

Can't find it? See how to identify your existing PTAC model number.

2. Sleeve dimensions

The wall sleeve decides what fits. Measure the inside of the sleeve, not the unit:

  • Width, left to right
  • Height, floor to top
  • Depth, room-side face to the outdoor grille
  • Top shape, flat or sloped

If you measure 42 inches by about 16 inches, you have a standard sleeve, and say so. If you measure anything else, send the exact numbers to the nearest quarter inch. Legacy sleeves are matched by dimensions. See standard vs. legacy PTAC sizes.

3. Voltage and amperage

The replacement must match your circuit. Send:

  • Voltage: 208/230V or 265V, from the old nameplate
  • Amperage: 15, 20, or 30 amp, from the receptacle type or the breaker
  • Connection: plug-in or hardwired

A photo of the receptacle settles most questions. NEMA 6 receptacles are 208/230V. NEMA 7 receptacles are 265V. Each amperage has a different blade pattern.

A voltage error is an expensive ordering mistake. A 208/230V unit does not run on a 265V circuit. Check before you send.

4. Heat type

Tell us what the old unit has and what you want the new one to have:

  • Electric heat: a resistance heater inside the unit
  • Heat pump: reverse-cycle heating with electric backup
  • Hydronic: a hot water coil fed by the building boiler, with pipes connected to the unit

For hydronic units, add whether the piping connects at the top or bottom, and what kind of valve the unit uses.

If you are changing heat type, say so. Moving from electric heat to a heat pump is usually a straight swap on the same circuit. Moving away from hydronic heat is a bigger decision. See heat pump vs. electric heat for Philadelphia winters.

5. Quantity and schedule

Tell us how many units you need and when:

  • One failed unit that needs to ship now
  • A batch for a floor or building
  • A full property, phased over weeks or months
  • Spares to keep on site

Quantity affects availability, freight, and lead time. Legacy chassis are often built to order, so knowing the full quantity up front lets the order build in one run. For larger jobs, see PTAC replacement planning for hotels and multi-unit buildings.

Details that help

These are not required, but they speed things up:

  • Delivery address and receiving details. Loading dock, liftgate needs, freight elevator, delivery hours, and a contact on site. Freight to the Philadelphia area ships from Louisville, Kentucky, or direct from manufacturer stock, and the address shapes the freight quote.
  • Controls. Unit-mounted controls or a wall thermostat. Some older installations use a remote 24V thermostat.
  • Special features. Make-up air, corrosion protection for coastal or industrial air, or energy management integration.
  • Grille condition. If the outdoor grille is damaged, ask for a replacement with the quote.
  • Purchasing requirements. Submittal data, spec sheets, a W-9, tax-exempt certificates, or a purchase order process. Institutions, housing authorities, and franchised hotels often need these.
  • Photos. Nameplate, receptacle, sleeve, and grille. A sales rep asks for these if they help.

A sample request

Here is what a complete request looks like in the comments field of the quote form:

Replacing 24 units on floors 3 and 4. Existing units are GE Zoneline AZ45E12, 42 x 16 sleeves, 265V hardwired, electric heat. We want to switch to heat pump. Delivery to a loading dock with freight elevator, weekdays 8 to 3. Need units labeled by floor. Brand standard requires unit-mounted controls.

A request like that gets a complete quote, with lead time and freight, without a round of follow-up questions.

What you don't need to send

You don't need a full building survey to start. One unit's details get you a quote for that unit. You don't need to know which replacement brand fits. That is the distributor's job. And you don't need pricing from another supplier. Send the facts about your units and your building.

Send it

The quote request form asks for your name, phone, email, the model number, the brand of the existing unit, the quantity, and comments. Put the sleeve size, voltage, heat type, and delivery details in the comments. Or call 800-866-1210 with the details in hand.

More articles