What is a Load Calculation Form?

A technical document that quantifies heating, cooling, and electrical loads for a building, used to select equipment and justify permit applications. It lists inputs, methods, assumptions, and final recommended capacities so reviewers and installers understand sizing and design intent.

How precise must inputs be?

Inputs should reflect construction drawings and manufacturer data; small rounding is acceptable, but major assumptions—occupancy, area, insulation—must be accurate because they materially affect final equipment sizing and safety margins.

Can the form be signed electronically?

Yes. Electronic signatures that meet ESIGN and UETA requirements are acceptable for most permit packages when the authority accepts e-submittals; retain an audit trail showing signer identity, timestamp, and consent to electronic records.

Who must sign the form?

Typically the responsible designer, licensed engineer, or qualified contractor signs and dates the form. Jurisdictions may require a licensed professional engineer's seal for certain projects—verify local permit requirements.

What if I discover an error after filing?

Submit a corrected calculation with a revision statement, updated signature, and an explanation of changes to the authority or stakeholder. Keep both versions for records and note the reason for revision.

What supporting documents should accompany this form?

Include equipment schedules, architectural drawings, manufacturer performance data, ventilation calculations, and a signed assumptions page so reviewers can validate the loads quickly.

Load Calculation Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

LOAD CALCULATION FORM

Parties and Project Identification

Client Name: Service Provider Name: Project Name: Project Address:

Calculation Date:

WHEREAS

WHEREAS, Client Name: has engaged Service Provider Name: to perform structural load calculations for the Project Name: .

WHEREAS the parties desire to memorialize the scope, responsibilities, and terms under which load calculations and related documentation will be prepared, reviewed, and delivered.

Scope of Work

The Service Provider shall perform professional load calculation services as described below. Work includes calculation of dead, live, environmental, and equipment loads; determination of governing load combinations; and preparation of a summary report and calculation sheets.

Detailed Scope of Work:

Design Criteria and Inputs

Applicable design codes and standards considered: IBC / Building Code Seismic Standards Wind Standards Local Amendments

Assumed or Provided Inputs (attach source data):

Equipment and Concentrated Loads

Equipment Load 1 - Description: Equipment Load 1 - Load: Additional Equipment / Notes:

Load Combination and Results Summary

Load Combinations Used: Critical Controlling Load Combination and Result:

Qualifications, Certification & Liability

The Service Provider represents that calculations will be performed by or under the direct supervision of a licensed professional engineer, using reasonable care and generally accepted engineering practice. The Service Provider will identify assumptions, sources for load data, and references to codes used in the calculation report.

The Client acknowledges that results are based on inputs and data provided or expressly assumed. The Service Provider shall not be responsible for conditions, dimensions, or loads not disclosed to or reasonably discoverable by the Service Provider. Any changes to scope, input data, or applicable codes after issuance of results may require additional fees.

Limitation of Liability: Except as expressly required by law, the Service Provider's liability for direct damages arising from negligence shall be limited to the greater of the total fees paid for the services under this form or the statutory minimum; the Service Provider shall not be liable for consequential, incidental, or special damages.

Payment Terms

Total Fee: Deposit / Retainer: Payment Schedule / Milestones:

Late Fee: Payment not received within days of invoice date shall bear interest at or the maximum lawful rate, whichever is lower.

Term and Termination

Services Commencement Date:

Services Completion / Termination Date:

Either party may terminate for convenience upon days' written notice. Termination for cause may be immediate upon material breach if such breach is not cured within days after written notice.

Confidentiality

Each party agrees to keep confidential all non-public technical or business information disclosed in connection with the services, and shall not disclose such information to third parties except as required by law or as necessary to perform the services. Confidential information does not include information that was already known, publicly available, or independently developed without use of confidential materials.

Governing Law and Entire Agreement

Governing Law: This agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles.

Entire Agreement: This form, together with attachments and referenced calculation sheets, constitutes the entire agreement between the parties relating to the subject matter, and supersedes all prior proposals, negotiations, and agreements, whether written or oral.

Attachments and Deliverables

Attachments provided with this form (select): Structural drawings Equipment specifications Load input data Other (describe)

Other Attachments / Notes:

Acknowledgement and Certification

By signing below, the parties acknowledge that they have read and understand the terms set forth in this Load Calculation Form, that the Service Provider has the authority and qualifications to perform the described services, and that the Client has provided or will provide accurate input data necessary for the services. The Service Provider certifies that the calculations will be prepared under the responsible charge of a licensed professional engineer where required.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Load Calculation Form Is and when it's used

A Load Calculation Form documents the measured and calculated heating, cooling, or electrical demand for a building, room, or circuit. Commonly used by HVAC designers, electrical engineers, contractors, and permit reviewers, the form captures building geometry, occupancy, thermal properties, equipment ratings, and peak-load calculations so equipment can be sized correctly and systems comply with applicable codes and project requirements.

Why a formal Load Calculation Form matters

A complete Load Calculation Form reduces oversizing or undersizing of equipment, supports permit reviews and code compliance, clarifies assumptions for bidders, and documents decisions that affect energy use, occupant comfort, and safety.

Who typically completes and relies on this form

The Load Calculation Form is completed by technical staff and reviewed by project stakeholders before equipment procurement or permit submission.

HVAC contractors and designers who prepare heating and cooling loads for equipment selection and ductwork sizing.
Electrical engineers and contractors who determine service requirements, breaker sizing, and branch-circuit loads for safe distribution.
Building owners, facility managers, and plan reviewers who verify assumptions, budgets, and code compliance prior to approval.

Different roles use the form to verify compliance, estimate costs, or confirm installation scope during design and construction.

Essential parts of a professional Load Calculation Form

A professional form combines site and project data with calculated results and documented assumptions so reviewers and installers can reproduce and validate the sizing decisions.

Project ID

Unique project identifier, address, and project contact details to link the calculation to plans and permit submittals.

Building Data

Gross and conditioned square footage, occupancy type, construction year, insulation R-values, and window properties used to determine thermal loads.

Design Conditions

Indoor setpoints and outdoor design temperatures or climatic data referenced by code or ASHRAE for the project location.

Calculated Loads

Detailed peak cooling and heating loads, internal gains, ventilation loads, solar gains, and diversity factors shown per zone or circuit.

Equipment Summary

Recommended equipment capacities, electrical service demand, breaker sizes, and equipment efficiency or manufacturer model references.

Assumptions

Documented assumptions, calculation method, standards used, and any deviations to ensure reproducibility and permit review transparency.

Required data fields at a glance

Project Name: Building or project identifier

Site Address: Street, city, state, ZIP

Occupancy Type: Use group / function

Area: Conditioned square footage

Climate Zone: Local weather or design data

Prepared By: Name and contact details

Step-by-step: completing and submitting a Load Calculation Form

Follow these core steps to produce a traceable, permit-ready load calculation that reviewers and contractors can rely on.

01

Collect inputs: Gather drawings, envelope data, occupancy, and utility info.
02

Perform calculations: Compute zone loads, ventilation, and diversity per standard methods.
03

Document assumptions: Record standards, weather data sources, and any simplifications.
04

Sign and submit: Apply authorized signature and route to permitting authority or owner.

Where to file and who receives the completed form

The completed form typically accompanies permit applications, equipment submittals, or contract documents and follows the project's review workflow.

Local permit office: Attach to mechanical or electrical permit application.
Design team: Share with architect and MEP engineers for coordination.
Contractor: Provide to installer for equipment procurement and installation.
Owner or facility: Retain a signed copy in the project record.

Digital distribution and file format considerations

Use common file formats and services to ensure reviewers can open and verify calculations.

File formats: PDF, PDF/A, or flattened PDF
Integrations: CRM and cloud storage supported
Access control: Role-based permissions recommended

Typical eSignature vendor comparison for submitting and signing Load Calculation Forms

When choosing an eSignature provider for signed load calculations or permit packages, compare starting price, trial availability, bulk features, audit trails, HIPAA support, and envelope caps.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (tiered)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Varies	Varies	Varies	Varies
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Common mistakes to avoid when preparing the form

Using incorrect occupancy or schedule assumptions which inflate or understate internal gains and lead to improper equipment sizing.
Failing to record insulation R-values, window solar loads, or air infiltration rates, causing inaccurate thermal load estimates and compliance issues.
Applying inconsistent units or rounding intermediate results, producing cumulative errors that change recommended equipment capacity.
Omitting ventilation or outdoor air calculations, which can result in code noncompliance and indoor-air-quality problems after installation.

Consequences of incorrect or incomplete load calculations

Permit Denial: Application rejected

Safety Hazard: Overloaded circuits risk fire

Energy Penalty: Higher operating costs

Code Violation: Noncompliant installations

Liability Exposure: Contractor or designer claims

Rework Costs: Expense of replacement

Timing expectations for review and approval

Plan review and permitting timelines vary by jurisdiction and project complexity; account for lead time in scheduling.

Permit Submission:

Submit with initial permit application; required before equipment installation.

Plan Review Time:

Typical review 2–6 weeks, variable by jurisdiction and workload.

Revision Response:

Respond to reviewer comments within requested timeframe to avoid delays.

Inspection Scheduling:

Inspections are scheduled after installation and may require signed calculations on site.

Record Retention:

Keep signed copies and calculation files for post-occupancy reference.

Frequently asked questions about the Load Calculation Form

Answers to common questions about purpose, accuracy, signatures, eSubmission, and correcting errors when the form is already filed.

Need help? Contact support

What is a Load Calculation Form?
A technical document that quantifies heating, cooling, and electrical loads for a building, used to select equipment and justify permit applications. It lists inputs, methods, assumptions, and final recommended capacities so reviewers and installers understand sizing and design intent.
How precise must inputs be?
Inputs should reflect construction drawings and manufacturer data; small rounding is acceptable, but major assumptions—occupancy, area, insulation—must be accurate because they materially affect final equipment sizing and safety margins.
Can the form be signed electronically?
Yes. Electronic signatures that meet ESIGN and UETA requirements are acceptable for most permit packages when the authority accepts e-submittals; retain an audit trail showing signer identity, timestamp, and consent to electronic records.
Who must sign the form?
Typically the responsible designer, licensed engineer, or qualified contractor signs and dates the form. Jurisdictions may require a licensed professional engineer's seal for certain projects—verify local permit requirements.
What if I discover an error after filing?
Submit a corrected calculation with a revision statement, updated signature, and an explanation of changes to the authority or stakeholder. Keep both versions for records and note the reason for revision.
What supporting documents should accompany this form?
Include equipment schedules, architectural drawings, manufacturer performance data, ventilation calculations, and a signed assumptions page so reviewers can validate the loads quickly.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now