Free printable template

A cleaning service call intake checklist built for real estimates

A useful cleaning service intake records the service requested, property type and approximate size, rooms and priority areas, current condition, frequency, access, timing, pets, supplies, exclusions, and contact details. It gathers estimator-ready facts without inventing a price, crew capacity, or confirmed booking.

See Clara for cleaning service

Use this worksheet during phone calls, share it with office staff, or adapt the questions for Clara. Keep only the fields your business uses. Add your real service area, minimums, exclusions, access rules, estimate process, and response window before using it with customers.

The worksheet

Capture the facts in four steps

1

Caller and property

Confirm who needs service and where

  • Caller name, verified callback number, and email if needed
  • Service address, ZIP code, and service-area fit
  • Home, apartment, office, short-term rental, or other property type
  • Approximate square footage, number of levels, bedrooms, and bathrooms
Notes
2

Service and scope

Define the requested clean before discussing price

  • Recurring, standard, deep, move-in, move-out, turnover, post-construction, or commercial clean
  • Rooms, surfaces, appliances, and priority areas requested
  • Current condition and problem areas in the caller's words
  • Add-ons, excluded tasks, special requests, and supplies preference
Notes
3

Schedule and access

Capture constraints without promising crew availability

  • One-time or recurring frequency
  • Preferred dates, time window, and any firm deadline
  • Who will provide access and whether the property will be occupied
  • Keys, codes, parking, stairs, elevators, gates, security, and pet details
Notes
4

Estimate and next step

State the review process your business can actually deliver

  • Phone estimate, photos, video, walkthrough, or other approved review method
  • Decision-maker and any landlord, tenant, host, or property-manager context
  • Primary owner for review and backup when that person is unavailable
  • Response window and exact next-step language approved by the business
Notes

Guardrails

What the intake should not do

  • Do not invent a price, discount, minimum, or included task
  • Do not promise a crew, date, arrival window, or booking before current capacity is confirmed
  • Do not describe the property condition more strongly than the caller did
  • Do not assume access, supplies, pet handling, disposal, or specialty-service requirements
  • Do not collect door, alarm, or lockbox codes in a channel your business has not approved for sensitive access details

Owner handoff

Finish with one useful summary

  • Caller, verified contact details, service address, and service-area fit
  • Service type, approximate property size, rooms, condition, and priority areas
  • Frequency, preferred timing, access constraints, pets, and supplies preference
  • Requested add-ons, exclusions, special requests, and estimate method
  • Named review owner, response window, and every expectation already given to the caller

Methodology and review

A template built around clear boundaries

This worksheet follows Clara's governed US call-intake model and an August 22, 2026 review of cleaning-service intake language across Perplexity, Firecrawl, Parallel, and recent X posts. Common fields across the reviewed forms included service type, approximate size, bedrooms and bathrooms, frequency, property condition, pets, access, supplies, and special requests. Recent X discussion was sparse and mostly promotional, so it informed language but was not treated as proof of outcomes or demand. Published and reviewed August 22, 2026.

Put the checklist to work

Configure Clara for your cleaning service

Add your business details and intake rules, then run a test call before connecting customer calls.

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