How to Prepare an HVAC Filter Order Schedule

A filter order schedule is a list of the exact configurations and quantities you want a supplier to review. For distributors and maintenance contractors, it helps keep similar-looking filters from being grouped into the same order line when their dimensions, seals or performance requirements differ.

Use one row for each distinct configuration

Give each row your own reference code. Separate filters when the actual dimensions, frame, gasket, media requirement or specified performance differs. If several customer sites use an identical approved configuration, retain the site allocation separately so the delivery quantities can still be checked.

• Buyer reference and filter category.
• Nominal label size and measured actual size, in separate fields.
• Frame, header or flange geometry and gasket position.
• Required filtration rating and named test standard.
• Airflow and pressure-drop requirements, including units.
• Quantity required now and any estimated repeat demand.
• Drawing or photo reference, revision and approval status.

Make units explicit

Record whether dimensions are in millimetres or inches. Do not put a nominal label size into an actual-size field. Keep the original units when transcribing an equipment specification, and clearly identify any conversion. If measurements are missing, mark them as unconfirmed instead of estimating them from a photograph.

Use our replacement filter measurement guide to prepare dimensions and photographs.

Add details specific to the filter format

For pocket and bag filters, record pocket count, bag depth and header dimensions. For V-bank filters, include the total depth and housing interface. For HEPA configurations, include the specified class, sealing arrangement and acceptance documentation required by the project.

Separate a quotation from an approved replacement

Add columns for the supplier’s proposed configuration and your approval status. A price against an incomplete description is not confirmation that the replacement fits or meets the project specification. Resolve open points before releasing the order, and retain the agreed drawing revision with the purchase record.

Plan stock orders separately from urgent replacements

List the required delivery date and destination for each shipment. Tell the supplier whether quantities are for an immediate project, planned stock replenishment or a forecast. Ask for the applicable lead time, minimum quantity and packing details for that order; do not assume a forecast reserves stock or production capacity.

Download a blank order schedule

The template contains no assumed product ratings or dimensions. Complete the fields you know and flag the remaining items for review.

Download the HVAC filter order schedule (CSV)

Send your schedule to XINGMAI

Email your completed list and supporting drawings to lijiawei@xingmaienv.com, or discuss your requirements on WhatsApp. Include the delivery country and identify any unresolved specifications so the next discussion can focus on the information your quotation needs.