By the Templateez Team · Licensed Attorney · June 2026

Chimney Sweep & Inspection Intake Forms: What Every Chimney Service Company Needs to Capture

A chimney technician who arrives at a property without knowing whether the flue is clay tile or metal, whether the homeowner is reporting a draft problem or a creosote smell, or whether the chimney has had a prior fire is walking into a job blind. The first fifteen minutes will be spent asking questions that should have been answered before the truck left the shop. Meanwhile, the customer is watching a professional who does not appear to know what they are doing — and that first impression is difficult to reverse.

Most chimney service companies collect a name, address, and a vague description of the problem. That is dispatching, not intake. A proper chimney sweep and inspection intake form captures the service type, the chimney and fireplace configuration, the condition history, and the compliance context your technician needs to quote accurately, work safely, and deliver a report that meets industry standards. Here is what that form should include and why each field matters.

Service type: sweeps, inspections, repairs, and everything in between

Chimney work is not a single service — it is a matrix of distinct specialties, each with different equipment requirements, time estimates, and pricing models. Your intake form should present clear categories so the customer selects the right service and your technician arrives with the right gear:

• Chimney sweep / cleaning — the baseline service. Removal of soot, creosote, and debris from the flue. Most residential sweeps take 45 to 90 minutes depending on flue length, access, and buildup level. This is what most customers think of when they call a chimney company, but it is rarely the only thing they need.
• Level 1 inspection — a visual examination of readily accessible portions of the chimney. Appropriate for annual maintenance when nothing has changed — same fuel type, same appliance, no events. Typically performed during or alongside a sweep. NFPA 211 defines this as the standard annual check.
• Level 2 inspection — required upon sale or transfer of the property, after a weather event (earthquake, hurricane, lightning strike), after a chimney fire, or when changing fuel type or appliance. Includes everything in Level 1 plus a video scan of the flue interior and inspection of accessible attic and crawl spaces. This is the inspection most real estate transactions require, and it generates a written report with photos. Your intake must capture the trigger event so the technician knows why a Level 2 was requested — the trigger determines what they are looking for.
• Level 3 inspection — suspected hidden damage that requires removal of chimney components or building materials. Demolition access to concealed areas — removing drywall, siding, or masonry to examine the chimney structure. This is a custom-quoted job that often follows a Level 2 finding, and the scope must be documented carefully before any destructive work begins.
• Chimney repair — a broad category that your intake should break into specific repair types: crown repair or replacement, chimney cap installation, flashing repair, liner replacement, masonry repair, and tuckpointing. Each repair has different material costs and labor estimates. A technician who arrives expecting a cap installation and discovers the customer actually needs full crown reconstruction has wasted a trip.
• Chimney relining — installation of a new flue liner. The three methods — stainless steel (most common), cast-in-place, and clay tile — have very different costs, installation times, and suitability depending on the chimney configuration. Your intake should ask which liner type the customer has been quoted or is interested in, or whether they need a recommendation.
• Animal removal — birds, raccoons, squirrels, and other wildlife that have entered the flue. This is a service that often has seasonal urgency (spring nesting season for chimney swifts, which are federally protected under the Migratory Bird Treaty Act). Your intake should note the type of animal if known, any sounds or smells, and how long the issue has been present.
• Creosote removal — beyond a standard sweep, heavy creosote buildup requires specialized treatment. Stage 1 (dusty, brushable) is handled during a normal sweep. Stage 2 (flaky, tar-like) may require chemical treatment. Stage 3 (glazed, hardened) is a fire hazard that demands professional removal with rotary tools or chemical applications and may require multiple visits.
• Damper repair or replacement — throat dampers and top-mount dampers have completely different repair procedures. A stuck throat damper might be a simple fix; a failed top-mount damper requires rooftop work.
• Smoke chamber parging — smoothing the corbeled smoke chamber walls with refractory morite to improve draft and reduce creosote accumulation. Often recommended after a Level 2 inspection reveals rough or damaged smoke chamber walls.
• Waterproofing — application of vapor-permeable water repellent to the exterior masonry. Prevents water penetration while allowing moisture to escape from inside the chimney. Priced by square foot of masonry surface area.

Fireplace and chimney details: the equipment profile

Every chimney job is shaped by the physical configuration of the system. A masonry fireplace with a clay tile liner behaves differently from a factory-built unit with a metal flue, and your technician needs this information before arriving. Your intake should capture:

• Fireplace type — open masonry (traditional brick), factory-built (prefabricated metal firebox), fireplace insert (retrofitted into existing masonry), gas fireplace (direct-vent or B-vent), wood stove (freestanding), or pellet stove. Each type has different sweep procedures, inspection criteria, and common failure points.
• Chimney type — masonry (brick or stone with clay tile or metal liner), prefabricated (metal chimney pipe, typically air-cooled or air-insulated), or metal (single-wall or double-wall stovepipe). Prefabricated chimneys have manufacturer-specific clearance requirements and replacement parts — your intake should capture the manufacturer and model if the homeowner can locate the data plate.
• Chimney height and location — interior wall or exterior wall. Exterior chimneys are exposed to weather on three sides and are far more susceptible to water damage, freeze-thaw cracking, and draft problems. Height matters for equipment planning and for verifying code compliance (the 3-2-10 rule — at least 3 feet above the roof penetration and at least 2 feet higher than any structure within 10 feet).
• Flue size and type — clay tile (most common in masonry chimneys), metal (stainless steel or aluminum), or unlined (older homes — a significant safety issue that may require relining). Flue dimensions determine which brushes and equipment your technician packs.
• Number of flues — many chimneys serve multiple appliances. A single chimney stack might have separate flues for a fireplace, a furnace, and a water heater. Each flue must be inspected independently, and the customer may not realize that a "chimney sweep" means sweeping each flue, not just the fireplace one.
• Fuel type — wood, gas (natural or propane), oil, or pellet. Fuel type determines creosote risk (wood produces the most), inspection focus areas, and what kind of buildup the technician should expect.
• Last cleaning date and last inspection date / level — a chimney that has not been swept in five years presents a very different job than one that was cleaned last season. If the homeowner has had a Level 2 inspection before, knowing the date and findings provides baseline data for the current visit.
• Cap present — yes, no, or damaged. A missing or damaged cap allows water, animals, and debris into the flue. This is one of the most common issues chimney companies encounter, and knowing the cap status before arrival lets the technician bring the right size replacement.
• Spark arrestor — required by fire code in many jurisdictions, particularly in wildfire-prone areas. Your intake should note whether one is present, since its absence may be a code violation the technician needs to flag in their report.
• Damper type — throat damper (traditional, located at the base of the flue above the firebox) or top-mount damper (installed at the top of the flue, opened via cable or chain). Top-mount dampers double as chimney caps and are increasingly common in retrofits.

Condition assessment: what the customer is seeing

The customer called for a reason. Your intake form should capture the symptoms they are experiencing so the technician arrives with a working hypothesis, not a blank slate. These are the condition fields that matter:

• Creosote buildup level — if the customer or a previous inspector has noted buildup, capture the stage. Stage 1 is dusty and easily brushed away — normal after a season of use. Stage 2 is flaky, tar-like, and harder to remove. Stage 3 is glazed, hardened, and shiny — this is a genuine fire hazard that changes the scope of the job entirely.
• Visible damage — cracked flue tiles (visible when looking up the flue with a flashlight), missing mortar joints, a chimney that is visibly leaning, or white staining on the exterior brick (efflorescence, which signals water penetration through the masonry). Each of these is a flag for a specific type of repair.
• Water damage signs — staining on interior walls or ceiling near the chimney, musty smell when the damper is open, rust on the damper or firebox, or water pooling in the firebox after rain. Water damage is the single most common cause of chimney deterioration, and the source could be the crown, the cap, the flashing, the masonry, or the liner — your technician needs the symptom details to narrow the diagnosis.
• Previous chimney fire — evidence of a past fire includes puffy, discolored creosote, distorted metal components, cracked flue tiles, and exterior discoloration. A prior chimney fire is an automatic trigger for a Level 2 inspection under NFPA 211, regardless of what service the customer originally called about.
• Draft issues — smoke entering the room when the fireplace is in use, poor draw, slow fire starts, or smoke smell when the fireplace is not in use. Draft problems can stem from an undersized flue, a blockage, negative air pressure in a tightly sealed home, or a damper that does not open fully.
• Odor — creosote smell in warm weather (common when humidity causes creosote deposits to release odor), animal smell (decomposing animal in the flue), or general musty smell (water intrusion). Each odor points to a different underlying issue.
• Carbon monoxide concerns — CO detector alerts near the chimney or fireplace. This is a safety-critical field. If the customer reports CO detector activations, the intake should flag the job as urgent and the technician should treat it as a priority inspection with CO monitoring equipment.
• Clearance to combustibles — whether the chimney is properly separated from wood framing, insulation, and other combustible materials. Improper clearance is a leading cause of chimney-related house fires and is often discovered only during a Level 2 inspection that includes attic access.

Many of these condition indicators overlap with what a home inspector would flag during a property sale — the difference is that a chimney specialist is expected to diagnose the specific cause and recommend the specific repair, not just note the symptom.

Safety and compliance: NFPA 211, certifications, and reporting

Chimney work is regulated more heavily than most homeowners realize. Your intake form should capture the compliance context so the technician knows what standards apply and what documentation the customer needs:

• NFPA 211 — the Standard for Chimneys, Fireplaces, Vents, and Solid Fuel-Burning Appliances. This is the governing standard for chimney inspection levels, clearance requirements, and installation criteria. Your technician's inspection report should reference NFPA 211 compliance or non-compliance for each finding.
• Local fire code requirements — many municipalities have adopted NFPA 211 by reference, but some have additional requirements (annual inspection mandates, spark arrestor requirements, specific setback rules). Your intake should note the jurisdiction so the technician knows which local codes apply.
• Building code — the International Residential Code (IRC) governs chimney construction and modification for residential properties. Any repair or relining work must meet IRC Chapter 10 requirements for chimneys and fireplaces.
• CSIA certification — the Chimney Safety Institute of America certifies chimney sweeps. If your company holds CSIA certification, the intake form should note it — it is a trust signal for the customer and a standard that governs how your technicians perform inspections and report findings.
• NFI certification — the National Fireplace Institute certifies technicians in gas, wood, and pellet appliance installation. Relevant when the job involves appliance work, not just chimney service.
• Insurance requirements — your intake should document your general liability and completed operations coverage. Chimney work carries significant liability exposure — a fire caused by an improperly swept flue or a failed liner installation can destroy a home. Customers expect (and their insurance companies sometimes require) proof of coverage before allowing chimney work.
• Video inspection — a camera scan of the flue interior. Standard practice for Level 2 and Level 3 inspections, and increasingly common as an add-on to routine sweeps. Your intake should note whether video inspection is requested or required (it is mandatory for Level 2), and your report should include still images from the scan.
• Written report — required for Level 2 and Level 3 inspections under NFPA 211. The report must document the inspection level performed, the condition of each component inspected, any deficiencies found, and recommended repairs. For real estate transactions, this report is a deliverable that the buyer, seller, and their agents will review. Your intake should capture who needs copies of the report — the homeowner, the real estate agent, the insurance company, or all three.

Pricing: flat rates, per-item, and custom quotes

Chimney pricing is more variable than most service trades because the scope of work can change dramatically based on what the technician finds once they are on-site. Your intake form should establish the pricing framework so the customer knows what to expect:

• Sweep / cleaning — typically a flat rate that varies by chimney type. A straightforward masonry fireplace sweep is priced differently from a wood stove with a long, angled flue run or a multi-flue chimney that requires sweeping each flue independently.
• Level 1 inspection — usually included with the sweep at no additional charge. This is industry standard and a customer expectation. If you charge separately, state it clearly on the intake.
• Level 2 inspection — a separate fee that reflects the additional time, equipment (video camera), and reporting requirements. Most companies quote this as a standalone service since it includes the video scan, written report, and photos.
• Level 3 inspection — custom quoted based on the demolition scope. The intake should capture enough information about the suspected damage location and the building construction to generate a preliminary estimate, with the understanding that the final scope may expand once concealed areas are exposed.
• Repairs — priced per item or as a package when multiple repairs are needed. Crown repair, cap replacement, and flashing repair are common combinations. Your intake should list the suspected repair needs so the technician can prepare a bundled quote.
• Relining — priced by flue length and liner type. A 25-foot stainless steel reline is a fundamentally different job from an 8-foot cast-in-place liner. Your intake should capture the approximate flue height and the reason for relining (failed clay tiles, code requirement, fuel type change) so the quote reflects the actual scope.
• Animal removal — typically a flat rate that includes removal, flue cleaning, and cap installation to prevent re-entry. Your intake should note whether the animal is still present or has already left, since removal of a live animal is a different procedure than cleaning up after one that has departed or died in the flue.
• Waterproofing — priced per square foot of exterior masonry. Your intake should capture the approximate chimney dimensions (height and width on each exposed side) so the technician can estimate material needs and quote accordingly.
• Payment terms — deposit requirements for large jobs (relining, Level 3 inspections), payment due at completion for standard services, and accepted payment methods. For real estate-related inspections, note whether the buyer or seller is responsible for payment, since this is frequently disputed after the fact.

Building the intake around the inspection report

The best chimney intake forms are designed with the end deliverable in mind. Every field you capture at intake feeds directly into the inspection report the technician produces on-site. The chimney type, flue dimensions, fuel type, and condition observations become the baseline data in the report. The service type determines the inspection level documented. The compliance fields ensure the report references the correct standards.

When your intake captures the full picture — the system configuration, the customer's symptoms, the compliance context, and the pricing framework — the technician spends their on-site time diagnosing and solving, not gathering background information. The report writes itself from the intake data plus the technician's findings. And the customer receives a professional document that justifies every dollar they spent.

A chimney company that hands a homeowner a detailed, NFPA 211-referenced inspection report with video stills and specific repair recommendations is a company that gets the repair job, gets the annual sweep contract, and gets the referral to the neighbor who just bought a house with an old fireplace they have never had inspected. The intake form is where all of that starts.

If you service multiple trades in addition to chimney work, the Trade Services Bundle includes chimney sweep and inspection alongside 51 other service categories, each with trade-specific intake and questionnaire fields.