Client Intake Form (Core) - HVAC

🥷 HVAC Client Intake Form

Professional Client Onboarding & Service Planning Form
PDF + Editable Word Download

Start every HVAC job with clarity, organization, and Ninja-level professionalism. ⚔️

The HVAC Client Intake Form is a professional onboarding document designed specifically for HVAC contractors, heating and cooling companies, and mechanical service businesses to collect all critical job details before inspection, estimating, or scheduling.

This form helps you capture complete client information, property details, HVAC system data, service issues, access conditions, and scheduling needs — so you can diagnose faster, quote accurately, and avoid surprises on site.

Whether you’re responding to emergency calls, troubleshooting system failures, performing maintenance, or quoting new installations, this intake form ensures you gather the right information upfront and start every job prepared.

If you want smoother service calls, better estimates, and more professional workflows, this form belongs at the front of your operation.

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⚔️ What This Intake Form Helps You Do

This professional HVAC intake form allows you to:

✔ Capture complete client and contact information
✔ Document service location and billing details
✔ Identify property type and occupancy status
✔ Record HVAC system type, brand, age, and condition
✔ Identify heating, cooling, airflow, or thermostat issues
✔ Flag emergency service requests
✔ Document equipment location and access requirements
✔ Identify pets, hazards, or tight work areas
✔ Track prior HVAC service history
✔ Schedule preferred service dates and time windows
✔ Secure client authorization for inspection and estimating

Everything is structured so you can plan confidently before stepping on site.

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🧰 What’s Included (PDF + Editable Word)

✔ Fill-Ready PDF
Ideal for email intake, tablets, client portals, or printed job packets.

✔ Fully Editable Word Document (.docx)
Customize fields, wording, services, and layout to match your HVAC workflow.

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🥷 Built-In Ninja Precision

This professionally formatted HVAC intake form includes clearly defined sections for:

🏢 Client Information
• Client and company name
• Billing address
• Phone and email
• Preferred contact method

📍 Service Location
• Service address (if different from billing)

🏠 Property Information
• Property type (residential, multi-family, commercial, industrial)
• Occupancy status
• Approximate property age

❄️🔥 HVAC System Information
• System type (AC, furnace, heat pump, boiler, mini-split, package unit)
• Brand / manufacturer
• Model and serial numbers
• Approximate system age

🛠 Service Request Details
• No cooling / no heating
• Noise or airflow issues
• Uneven temperatures
• Thermostat problems
• Maintenance or tune-up
• New system estimate
• Indoor air quality concerns
• Emergency service requests
• Detailed problem description

🚪 Access & Site Conditions
• Equipment location (attic, crawl space, basement, roof, etc.)
• Access availability
• Pets on site
• Known hazards or tight spaces

🕘 Prior HVAC History & Scheduling
• Prior service history
• Preferred service date and time window
• Emergency service indicator

✍ Client Authorization
• Written authorization for inspection, diagnosis, and estimate preparation
• Client signature and date

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💼 Who This Form Is For

Perfect for:

✔ Licensed HVAC contractors
✔ Residential HVAC companies
✔ Commercial HVAC service providers
✔ Heating & cooling specialists
✔ Emergency HVAC services
✔ Independent HVAC professionals
✔ Small HVAC companies and service teams

If you diagnose, estimate, or schedule HVAC work — this form should be part of your workflow.

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🔥 Why HVAC Pros Love This Intake Form

• Prevents missed details and site surprises
• Improves estimate accuracy
• Speeds up diagnostics and scheduling
• Makes your business look organized and professional
• Reduces back-and-forth with clients
• Saves time on every job
• Reusable for unlimited clients

This is paperwork that protects your time, your schedule, and your reputation.

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🥷 Final Ninja Note

Great HVAC service starts before the system is ever touched.

The HVAC Client Intake Form helps you stay organized, prepared, and professional from the very first call — so every job starts with clarity and control.

Add it to your toolkit and onboard every client with Ninja-level precision and confidence. ⚔️🔥