Plan the installation before choosing a quote
In short
Choose an installer who assesses your Sydney property, explains the system size and layout, and gives you a written scope covering the equipment, refrigerant work and electrical connection. Check the contracting business's NSW licence and the technician's refrigerant licence scope. In a strata property, resolve approvals for the proposed location and pipe route before booking installation. Compare the complete installed scope, including access and removal of an old system.
Step 1
Identify the job and what needs assessment
Tell the installer which rooms you use, whether you want heating as well as cooling, and whether this is a new installation or replacement. A split system has an indoor unit connected to an outdoor unit; a ducted system distributes air through ducts to several rooms. Ask the installer to explain the proposed capacity using your rooms, windows and building conditions.
What to show an installer
| Your installation | Details to assess before quoting |
|---|---|
| A new split system in a house | Room dimensions, sun exposure, proposed indoor and outdoor positions, pipe route, drainage and electrical supply. |
| A split system in a strata apartment | The proposed balcony or external location, wall penetrations, drainage, nearby bedrooms and the scheme's approval requirements. |
| Replacement of an existing unit | Model labels and photos of both units. Ask whether the existing pipes, wiring and brackets can be reused after inspection. |
| Ducted air conditioning | Rooms and zones, roof-space access, proposed outlets and which existing ducts or controls are included in the work. |
Step 2
Check NSW licensing and refrigerant permissions
Ask for the business's NSW contractor licence number and check that its current categories and conditions cover the installation. Match the licence holder to the business on the quote. NSW requires a licence or certificate for air conditioning work, apart from self-contained single-phase plug-in home systems.
Ask who will handle the refrigerant and check their Australian Refrigeration Council licence type. The restricted RSS03 licence covers installing and decommissioning single-head split air conditioners under 18 kW. Its scope does not extend to general repair work or every system type; a repair, multi-head or ducted job needs an appropriate licence scope.
NSW air conditioning licences permit certain associated electrical work for servicing and maintenance. Ask who is licensed to do any new circuit or switchboard work, and whether that person's work is included in the quote. Confirm relevant insurance, experience with your system type, service area and installation timing directly.
Step 3
Resolve strata approval and access before booking
NSW lists a reverse cycle air conditioner among minor renovations requiring approval. Minor renovations cannot change the outside or structure of the property or require waterproofing. An installation affecting the exterior or common property may need a different approval process or a by-law. Send the proposed layout to your strata manager or owners corporation and ask which process applies to this installation.
Provide unit locations, pipe and drain routes, wall penetrations and contractor details with the application. Check the scheme's by-laws and obtain the required approval before work begins. Tenants should ask their landlord for permission; the landlord must follow the strata process where applicable.
Tell the installer about apartment level, lift bookings, loading access, parking restrictions and allowed work times. Ask how the outdoor unit's sound, vibration and drainage will be managed at the proposed location, particularly near neighbouring bedrooms. Flag heritage or other property restrictions so the installer can identify any further checks needed.
Step 4
Send one brief and compare the complete installation
Use the same brief for each company: suburb, property type, room measurements, photos, heating and cooling needs, existing equipment and access restrictions. For example: a second-floor Ashfield apartment needs heating and cooling in the living room; photos show the room, balcony and switchboard exterior; strata approval is pending. Request a site assessment and a layout suitable for the approval application.
Compare exact indoor and outdoor model numbers, capacity, controls and the reasons for the proposed size. Ask what the installed price includes: pipe length, drain route, brackets or base, electrical work, wall sealing, testing, old-unit decommissioning and disposal. For ducted work, list ducts, outlets, zones and controls individually.
Clarify assumptions behind a 'standard installation', charges for extra pipe length or difficult access, GST where applicable, deposit and payment stages. If the quote is provisional until a site visit, identify what could change. Agree how extra work will be priced and approved, and distinguish the equipment warranty from the installer's workmanship warranty.
Step 5
Get a working demonstration and completion records
Before handover, ask the installer to demonstrate the controls, heating and cooling modes, and any zones. Ask them to confirm that drainage and installation testing are complete. Learn how to clean accessible filters, what routine servicing the manufacturer recommends and who to contact if the unit leaks water or develops a fault.
For electrical installation work, ask for your Certificate of Compliance for Electrical Work, which records the electrical safety and compliance test. NSW requires submission through BCNSW eCert; supplying your email allows a customer copy to be sent when lodged.
Keep the invoice, model and serial numbers, warranty information, accepted layout and strata approval with your property records. Check that the completed unit positions and pipe route match the approved plan, and record any agreed follow-up work.
Sources and useful links
Sources checked 7 October 2026
- NSW Government: air conditioning and refrigeration work
NSW installation licensing, licence roles and limits of associated electrical work; updated 23 June 2026.
- Australian Refrigeration Council: licence types
Refrigerant handling entitlements, including the restricted single-head split installation and decommissioning licence.
- NSW Government: strata renovation rules
Minor and major renovation approvals, exterior and common property considerations, and tenant permissions; updated 22 June 2026.
- NSW Government: electrical compliance requirements
Electrical compliance certificates, customer copies and mandatory BCNSW eCert submission from 1 July 2026.
