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Cleaning business forms for solo house cleaners

Clear paperwork prevents most misunderstandings about what is included, how to get in and what to do if something goes wrong. Start with a house cleaning client intake form, which you can download free.

Free house cleaning client intake form

Download the free intake form (PDF)

It is a one-page form you fill in by hand with a new client. See the intake form page for details.

What a client intake form should capture

• Client name, phone, email and the service address
• Type of home, number of bedrooms and bathrooms, and how many levels
• Pets, and where they will be during the visit
• How you get in: key, code, lockbox or the client at home, and alarm details
• Preferred days and how often the clean should happen
• Areas to focus on and areas to leave alone
• Products or surfaces the client wants avoided, such as allergies or delicate finishes
• Parking and any building rules
• How the client prefers to be contacted

Fill it in during the first conversation or walk-through, then keep it with the client file so you do not have to ask again.

Other forms worth having

Service menu

A short list of what each level of clean includes and what costs extra. It is the document you point to when a client asks whether something is covered.

Quote worksheet

Rooms, timings, your hourly rate and add-ons, added up the same way each time. The free time estimator does a quick version.

Schedule and access record

Visit days, arrival windows and entry details in one place, so a changed code does not become a missed visit.

Re-clean procedure

A fixed way to handle a complaint: what the client reports, what you agree to redo, and when.

Incident log

A dated note of any breakage or damage, what happened and what you told the client.

Supplies and mileage records

Tracking what you buy and where you drive. What counts for tax purposes is a question for an accountant or tax authority.

Tips for using forms with clients

1. Keep each form to a page, in plain language.
2. Use the same form for every client so nothing is skipped.
3. Store a copy where you can find it, on paper or as a photo.
4. Have your forms read by someone qualified if you want them to serve as contracts. These are templates, not legal advice.

Forms and templates in the kit

The Cleaning Business Operating Kit ($29) contains the service menu, new-client intake form, schedule-and-access workbook, job quote worksheet, re-clean procedure, incident log and leave-behind cards. For the messages that go with them, the Client Message Templates add-on has 26 editable texts and emails, and the Supplies & Mileage Log covers the records. All are in the complete bundle, $39 instead of $59.

Keeping client information tidy

Client forms hold names, addresses and entry codes, so store them somewhere only you can reach. A folder or locked box for paper forms works, as does a password-protected file on your phone. Collect only what you need to do the job, and remove access details when a client stops booking. Review each active client form every few months and update changes in pets, access or preferences, so your records match what you will find at the door.