Kitchen Exhaust Cleaning Client Intake Form

Professional Commercial Kitchen Exhaust Hood Cleaning Customer Intake & Service Discovery Form for Restaurants, Commercial Kitchens & Food-Service Facilities (Editable PDF + Word)

Ask the right questions before your crew arrives.

Understand the exhaust system before preparing the estimate.

Capture the facility, access, grease condition, service needs, scheduling preferences, and follow-up information in one organized place.

A new kitchen exhaust cleaning lead may sound simple:

“We need our restaurant hood cleaned.”

But that leaves a lot of unanswered questions.

How many kitchen hoods are there?

Type I or Type II?

How many exhaust fans?

How many duct runs?

Is roof access available?

Are access panels installed?

How heavy is the grease buildup?

When was the system last professionally cleaned?

Does the customer need hood cleaning only—or ducts, fans, filters, grease removal, roof cleanup, and inspections too?

Can the work happen during business hours?

Does it need to be completed after closing or overnight?

Is this a one-time cleaning—or a potential recurring maintenance account?

The Kitchen Exhaust Cleaning Client Intake Form was created specifically for commercial kitchen exhaust cleaning companies that want to gather those answers early and create a more organized process from the first inquiry through inspection, estimating, scheduling, and follow-up.

Rather than piecing together important information from phone calls, texts, emails, handwritten notes, and memory, this industry-specific intake form gives you one professional place to document the details that actually matter to a kitchen exhaust cleaning business.

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🔥 Built Specifically for Kitchen Exhaust Cleaning Companies

Generic customer intake forms might give you a name, phone number, and blank notes section.

That's not enough information to understand a commercial kitchen exhaust cleaning job.

This form was designed around the actual questions contractors may need to ask when qualifying and preparing for service at:

• Restaurants

• Fast-food restaurants

• Food trucks

• Hotels

• Hospitals

• Schools

• Churches

• Cafeterias

• Commercial kitchens

• Other food-service facilities

Whether you're handling a first-time restaurant inquiry or qualifying a larger commercial facility for recurring service, you'll have a repeatable intake process built around the industry.

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🏢 Capture Essential Client & Facility Information

Professional customer onboarding starts with knowing exactly who you're working with and where the service will take place.

The form provides dedicated fields for:

✔ Business name

✔ Contact person

✔ Title or position

✔ Phone number

✔ Email address

✔ Facility address

✔ City, state, and ZIP code

✔ Facility type

✔ Business hours

Instead of tracking basic customer information separately from service information, the intake form keeps the lead and facility details together from the beginning.

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🌪️ Understand the Exhaust System Before You Estimate

A restaurant with one hood and one fan isn't the same service opportunity as a larger facility with multiple hoods, several fans, and multiple duct runs.

The form includes a dedicated Exhaust System Information section for documenting:

✔ Number of kitchen hoods

✔ Type I or Type II hood

✔ Number of exhaust fans

✔ Approximate number of duct runs

✔ Roof access availability

✔ Whether access panels are installed

These details can help your team develop a better preliminary understanding of the system before estimating or scheduling the work.

Better intake information creates a better starting point for the job.

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🧽 Identify Exactly What the Customer Needs Cleaned

“Kitchen hood cleaning” can mean different things to different customers.

One customer may only be thinking about the visible hood.

Another may need a more comprehensive exhaust system service.

The intake form includes a dedicated Requested Services section where customers or staff can identify needs including:

✔ Hood cleaning

✔ Duct cleaning

✔ Exhaust fan cleaning

✔ Grease removal

✔ Filter cleaning

✔ Filter replacement

✔ Fan hinge kit inspection

✔ Belt inspection

✔ Roof area cleanup

✔ System inspection

✔ Other requested services

That makes it easier to understand what the customer is actually requesting before preparing the estimate or dispatching a crew.

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🔍 Document Grease Buildup & Current System Condition

The current condition of an exhaust system matters.

A regularly maintained kitchen with light grease accumulation may represent a very different job from a system with substantial buildup and an unknown service history.

The intake form allows grease buildup to be identified as:

✔ Light

✔ Moderate

✔ Heavy

✔ Unsure

It also asks whether the system has been professionally cleaned before and provides space to record the approximate date of the last cleaning.

That information can provide valuable context before an inspection, estimate, or service appointment.

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🚪 Identify Access Issues Before Your Crew Arrives

Some of the most frustrating service problems aren't related to cleaning.

They're related to access.

The form asks whether roof access will be available during service and provides dedicated space for:

✔ Access restrictions

✔ Known safety concerns

This helps bring potential access or safety considerations into the conversation before the service appointment rather than discovering them only after technicians arrive.

For commercial kitchen exhaust work involving rooftop fans and other difficult-to-access components, that's information worth collecting early.

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🌙 Understand When the Customer Can Actually Be Serviced

Restaurants and commercial kitchens often can't simply stop operating in the middle of the day.

The form captures business hours and allows the customer to identify a preferred cleaning time:

✔ During business hours

✔ After closing

✔ Overnight

✔ Weekend

✔ Flexible

This gives your team an early understanding of the customer's scheduling requirements and helps identify jobs that may require special service windows.

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🎯 Understand Why the Customer Is Calling

Not every kitchen exhaust cleaning inquiry is driven by the same need.

The intake form includes a dedicated Reason for Service section with options for:

✔ Routine maintenance

✔ Insurance requirement

✔ Fire code compliance

✔ Heavy grease buildup

✔ New customer

✔ Other reasons

Knowing what triggered the inquiry can help your team better understand the customer's immediate needs and the context surrounding the service request.

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🔄 Identify Recurring Service Opportunities

One of the most valuable customers for a kitchen exhaust cleaning company may not be the customer who needs one cleaning.

It's the facility that needs professional service again and again.

That's why this intake form doesn't stop at the immediate job.

It asks for the customer's preferred service frequency:

✔ One-time

✔ Monthly

✔ Quarterly

✔ Semi-annual

✔ Annual

✔ Unsure

The form also directly asks whether the customer is interested in a recurring maintenance program.

That creates a natural opportunity to identify customers who may be interested in an ongoing service relationship instead of treating every inquiry as a one-time transaction.

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📅 Qualify Customer Urgency Before Scheduling the Estimate

Not every lead is equally ready to move forward.

One restaurant may need service as soon as possible.

Another may be planning for the following month.

Another may simply be collecting prices.

The intake form lets you identify the customer's desired schedule as:

✔ ASAP

✔ Within one week

✔ Within one month

✔ Just gathering estimates

This can help your team understand urgency, prioritize follow-up, and distinguish immediate service opportunities from earlier-stage prospects.

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📞 Capture How the Customer Wants to Be Contacted

A lead is only useful if your team can communicate with them effectively.

The form includes a simple Preferred Contact Method field for:

✔ Phone

✔ Text

✔ Email

That small detail can make follow-up easier and help your staff communicate with customers through the channel they actually prefer.

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💰 Turn Intake Information Into a Better Estimating Process

The quality of an estimate depends partly on the quality of the information collected beforehand.

Missing system information can lead to:

Incomplete assumptions.

Repeated phone calls.

Unnecessary site questions.

Scheduling problems.

Incorrect expectations.

Estimate revisions.

Missed service opportunities.

A structured kitchen exhaust cleaning intake process helps your team gather more of the preliminary information needed before developing the proposal.

Instead of starting every estimate with:

“Tell me again what you've got…”

Your team can start with an organized customer and system profile.

Better discovery. Better information. Better estimating.

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📈 Track the Lead After the Initial Inquiry

The intake form isn't designed to become useless after the customer answers the questions.

It includes a dedicated Office Use Only section that turns the form into a more useful front-end lead-management tool.

Your company can record:

✔ Lead source

✔ Inspection date

✔ Assigned estimator

✔ Recommended service

✔ Estimated project value

✔ Follow-up date

That creates a cleaner bridge between customer intake and your internal sales process.

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📍 Learn Where Your Kitchen Exhaust Cleaning Leads Come From

Marketing becomes easier to evaluate when lead sources are tracked consistently.

The form provides lead-source options including:

✔ Google

✔ Website

✔ Facebook

✔ Referral

✔ Repeat customer

✔ Truck or trailer

✔ Yard sign

✔ Other sources

Over time, recording this information can help you build a clearer picture of which marketing channels are generating actual kitchen exhaust cleaning inquiries.

Which channels generate leads?

Which generate higher-value opportunities?

Where are repeat customers coming from?

Which marketing efforts deserve more attention?

The first step toward answering those questions is consistently collecting the information.

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✍️ Give Customers & Staff Room for Details That Don't Fit a Checkbox

Commercial facilities don't always fit neatly into standardized fields.

There may be unusual equipment.

Special access instructions.

Operational restrictions.

Safety considerations.

Scheduling requirements.

Customer concerns.

The form includes an Additional Notes section for information that doesn't fit elsewhere.

That means important details have somewhere to live besides a sticky note, technician's phone, or forgotten conversation.

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⚙️ More Than a Basic Restaurant Hood Cleaning Questionnaire

This isn't simply a customer contact sheet.

It's an industry-specific intake and service-discovery tool designed around the front end of a kitchen exhaust cleaning workflow.

Use it to organize:

✔ New commercial leads

✔ Customer contact information

✔ Facility details

✔ Business hours

✔ Preferred cleaning times

✔ Exhaust system configuration

✔ Hood type

✔ Number of hoods, fans, and duct runs

✔ Roof access

✔ Access panel information

✔ Requested services

✔ Grease condition

✔ Previous cleaning history

✔ Access restrictions

✔ Safety concerns

✔ Reason for service

✔ Preferred cleaning frequency

✔ Contact preferences

✔ Scheduling urgency

✔ Recurring maintenance interest

✔ Lead source

✔ Inspection information

✔ Recommended services

✔ Estimated project value

✔ Follow-up dates

✔ Customer signature

The result is a clearer path from:

Inquiry → Intake → Inspection → Estimate → Follow-Up → Approval → Service → Recurring Maintenance

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📄 What You'll Receive

✔ Kitchen Exhaust Cleaning Client Intake Form – Editable Microsoft Word (.DOCX)

✔ Kitchen Exhaust Cleaning Client Intake Form – Fillable PDF

Customize it for your company.

Use it with new commercial kitchen exhaust cleaning inquiries.

Build it into your phone intake, lead qualification, inspection, estimating, or customer onboarding process.

Reuse it instead of reinventing your questions every time a restaurant calls.

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🎯 Who This Kitchen Exhaust Cleaning Intake Form Is For

Ideal for:

• Kitchen exhaust cleaning companies

• Commercial hood cleaning companies

• Restaurant hood cleaning contractors

• Commercial kitchen cleaning businesses

• Exhaust duct cleaning contractors

• Exhaust fan cleaning companies

• Hood and grease cleaning services

• Restaurant exhaust system cleaners

• Independent kitchen exhaust cleaning professionals

• Commercial cleaning contractors

• Growing hood cleaning businesses

• Companies building recurring restaurant maintenance accounts

If your company gathers information before inspecting, estimating, scheduling, or cleaning commercial kitchen exhaust systems, this form was designed to fit naturally into your workflow.

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📈 Better Customer Intake Creates a More Professional First Impression

Your customer's first impression of your company happens long before your crew cleans the first hood.

It starts with the inquiry.

Did you ask relevant questions?

Did you understand the system?

Did you capture their service needs?

Did you understand their scheduling requirements?

Did the customer have to explain the same information multiple times?

Was the follow-up organized?

A structured kitchen exhaust cleaning intake form can help your business:

✔ Gather more complete lead information

✔ Ask consistent discovery questions

✔ Understand exhaust system requirements

✔ Improve estimate preparation

✔ Identify access considerations

✔ Document service needs

✔ Qualify scheduling urgency

✔ Identify recurring maintenance opportunities

✔ Track lead sources

✔ Organize internal follow-up

✔ Create a more professional customer experience

Professionalism doesn't begin when the pressure washer, scraper, or cleaning equipment comes out.

It begins with the first conversation.

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⚔️ Stop Building Kitchen Exhaust Cleaning Estimates From Scattered Information

Customer information in an email.

Hood count written on a notepad.

Fan information buried in a text.

Last cleaning date forgotten after the phone call.

Roof access never discussed.

Preferred service time unknown.

Follow-up date sitting in someone's head.

Recurring service never mentioned.

That's not a repeatable intake system.

The Kitchen Exhaust Cleaning Client Intake Form gives you one organized place to begin documenting the customer, facility, exhaust system, service needs, scheduling preferences, and sales opportunity.

When you're building a professional commercial service company, those details deserve to be organized.

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🥷 Build a Better Front End for Your Kitchen Exhaust Cleaning Business

The quality of your work matters.

So does everything that happens before the work begins.

The Kitchen Exhaust Cleaning Client Intake Form gives you an industry-specific framework for gathering important customer and exhaust-system information before estimating, scheduling, and service move forward.

Understand the facility.

Document the exhaust system.

Identify the requested services.

Capture grease condition and access concerns.

Understand scheduling urgency.

Look for recurring maintenance opportunities.

Track the lead.

Keep the information organized.

If you're ready to replace scattered customer information and improvised phone questions with a repeatable professional intake process, this editable Kitchen Exhaust Cleaning Client Intake Form gives you a practical system to put in place.

Ask better questions. Capture better information. Build a more professional service process.

No intake form can anticipate every exhaust system condition or eliminate every future question. But starting each kitchen exhaust cleaning opportunity with organized, relevant information can help make estimating, scheduling, follow-up, and customer onboarding considerably more professional.