What to Send With a PTAC Quote Request in New York

Published October 20, 2026 by New York PTACs, powered by Air Distributors Company, Inc.

Request a Quote

A quote is only as good as the facts behind it. Send five details about the unit and three about the building, and the first reply is a quote you can approve. Leave them out and the job stalls in follow-up emails while a tenant waits for heat.

About the unit

1. Model number

The most useful single fact. It gives brand, series, capacity, heat type, and often voltage. For legacy units it also points to the sleeve family. Copy the full number from the nameplate behind the front cover, letters and dashes included. AZ45 tells the series. AZ45E12 tells series, heat type, and size.

Note the brand on the plate too. On older McQuay, Singer, and Remington units it often differs from the cover. Cannot find the plate? See how to find your PTAC model number.

2. Sleeve dimensions

Measure inside the sleeve, not the unit: width, height, depth to the louver, and top shape. 42 by about 16 is standard, so say so. Anything else, send exact numbers to the nearest quarter inch. See standard vs. legacy PTAC sizes.

3. Voltage, amperage, connection

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

A NEMA 6 receptacle is 208/230V. A NEMA 7 is 265V. New York high-rises often run 265V hardwired, with no receptacle to photograph, so the nameplate is the source. A voltage error is the most expensive ordering mistake there is.

4. Heat source

  • Hot water coil: pipes connect to the unit from the building boiler. Note top or bottom connections and the valve type.
  • Heat pump: reverse-cycle with electric backup.
  • Electric: a resistance heater.

Changing heat source? Say so. Electric to heat pump is usually a straight swap on the same circuit. Leaving the boiler is a bigger decision. See heat pump vs. electric heat in New York.

5. Quantity and timing

One failed unit that ships now, a line or floor, a phased building program, or spares for the basement. Quantity drives availability, freight, and lead time. Legacy chassis are often built to order, so the full quantity up front lets the order build in one run.

About the building

6. Delivery rules

Freight elevator reservation, delivery hours, dock or curb, liftgate, parking, and an on-site contact. If the managing agent requires a certificate of insurance from the carrier, include the requirements. The address and these rules shape the freight quote.

7. Approvals

Board-specified models, hotel brand standards, agency or lender equipment rules, and any Landmarks constraint on the louver. Knowing them first means the quote meets them the first time.

8. Purchasing paperwork

Submittal data, spec sheets, a W-9, tax-exempt certificates, or a purchase order process. Housing authorities, hospitals, universities, and franchised hotels often need these.

Nice to have

  • Controls: unit-mounted or a 24V wall thermostat.
  • Options: make-up air, corrosion protection for waterfront and shore buildings, or energy management integration.
  • Louver condition: ask for a replacement louver if the old one is damaged.
  • Photos: a rep asks for them in the reply if they help.

A sample New York request

Here is a complete request in the comments box of the quote form:

Replacing 36 units, lines A and B, floors 2 to 19, in a 1966 co-op in Rego Park. Existing units are McQuay, model on nameplate is PDAE series, 44 inch sleeves, 208V hardwired, hot water coil with bottom connections. Board wants one model for the building. Freight elevator by reservation, weekdays 9 to 3. COI required naming the co-op and managing agent. Want two spares.

That request gets a complete quote, with lead time and freight, in one reply.

What you can skip

You do not need a full building survey to start. One unit's details get a quote for that unit. You do not need to know which replacement brand fits. That is the distributor's job.

Send it

The quote form asks for name, phone, email, model number, existing brand, quantity, and comments. Put sleeve size, voltage, heat source, and building rules in the comments. Or call 800-866-1210 with the details in hand.

More articles