What to collect before you replace a pool pump, filter or heater
By Brian Morris, The Ugly Pool Guy. Last updated .
Equipment quotes are easier to compare when every contractor starts from the same facts. Many of those facts are printed on the equipment itself. Collecting them before anyone visits helps each contractor quote the same thing. This guide covers what to write down and photograph. It does not cover opening, wiring or repairing equipment, which is work for a licensed contractor.
Photograph and write down
Take photos from a safe distance and read the labels without opening anything. A clear photo of each data plate answers many of a contractor's first questions.
- Photo of the whole equipment pad, showing how pipes connect
- Brand and model from the data plate on the pump, filter, heater and any automation
- Whether the heater is gas or electric, as shown on its label
- What the problem is: noise, leak, error code, no heat, low flow, and when it started
- Any error code shown on a control panel, written exactly
- Original paperwork or install records, if you have them
Ask about permits for your city
Permit rules for equipment are local. Scottsdale, for example, says a separate mechanical permit is required to add a heater to an existing pool or replace the existing unit, and a gas heater also needs a plumbing permit for the gas line. Other cities handle it their own way. Ask each contractor whether your city needs a permit for the work, who pulls it, and get that in the estimate.
Compare like with like
When the quotes come back, check that each one names the replacement by model, says what happens to the old unit, and says whether startup and a check of the whole system are included. A quote that only says "new pump" leaves too much open.
Before you assume it's equipment
Low water and losing water fast are sometimes a leak, not a pump problem. If the level keeps dropping, read the leak guide linked below before replacing parts.
Sources
- City of Scottsdale: Swimming pools, hot tubs and spas(opens in a new tab)
- City of Phoenix: Residential pool and spa permits(opens in a new tab)
- Arizona Registrar of Contractors: Before you hire a contractor(opens in a new tab)
Sources checked November 11, 2026. Rules change, so confirm with the agency or your city before you rely on them.
Related pool problem guides
- Is my pool leaking, or is it evaporation?A water level that drops faster than normal evaporation is one of the main warning signs of a leak. Professional leak detection uses pressure and dye testing to find it, and the company's published price starts at $495.
- Pool repair warning signs and typical Phoenix repair costsFalling water level, a noisy or vibrating pump, cracks, loose tile, hollow coping, a heater that will not fire and cloudy water that will not clear are the common warning signs. There is no single price for pool repair because it depends on what failed.