By the Templateez Team · July 2026

Deck & Patio Intake Forms: Document Every Detail Before You Build

A deck that looks straightforward on the phone turns complicated fast once you get to the property. The homeowner says they want a "simple deck off the back door," and then you discover the yard drops eighteen inches over twenty feet, the soil is clay that holds water like a bathtub, the existing ledger board attachment is rotting, and they want composite decking but have not looked at what composite actually costs. Every one of those details changes the price, the timeline, and the materials list. If you did not capture them at intake, you are either eating the cost or having an uncomfortable conversation about a revised estimate.

A proper deck and patio intake form captures the information that separates an accurate bid from a guess. Here is what should be on it.

Material choices: this is where the budget conversation starts

Decking material is the single biggest cost variable in the project, and clients rarely understand the range. Your intake form should document the material selection and confirm the client understands what they are choosing.

Pressure-treated lumber is the most affordable option and still the most common. It handles moisture and insects, but it requires annual maintenance — sealing, staining, or at minimum a water repellent treatment. It also shrinks as it dries, which means gaps between boards widen over the first year. Clients who pick pressure-treated for budget reasons need to understand the ongoing maintenance commitment or they will call you in two years asking why their deck looks gray and splintery.

Cedar and redwood are naturally resistant to rot and look beautiful, but they cost roughly twice what pressure-treated does. They also require maintenance — less than pressure-treated, but they are not maintenance-free. Cedar weathers to a silver-gray if left untreated, which some clients love and others consider neglect.

Composite decking — Trex, TimberTech, Fiberon — runs three to four times the cost of pressure-treated per board foot, but it requires almost no maintenance beyond occasional cleaning. It does not crack, splinter, or rot. However, it gets hotter than wood in direct sun, it cannot be sanded or refinished, and it still requires a pressure-treated or steel substructure underneath. Clients who see composite pricing for the first time often have sticker shock, so documenting the material decision at intake prevents that from happening at the estimate stage.

Natural stone, pavers, and stamped concrete apply to patio projects. Stone pavers are premium — bluestone, flagstone, travertine — and the base preparation for pavers is as important as the pavers themselves. A paver patio without proper base compaction and drainage will settle and shift within a few seasons. Stamped concrete is a mid-range option where the concrete and masonry intake form may be more appropriate for documenting the pour specifications.

Dimensions, layout, and structural requirements

A deck estimate based on a verbal description of the size is not an estimate. It is a placeholder. Your intake needs exact or near-exact dimensions because decking material is sold by the board foot and the framing lumber adds up fast on larger structures.

Capture the overall footprint — length, width, and total square footage. If the deck has multiple levels, each level needs separate dimensions. Stairs add complexity and cost: width, number of risers, landing size, and whether the staircase is straight, L-shaped, or wrapped. Multi-level decks with stairs can easily double the framing labor compared to a single-level platform.

Height above grade matters enormously. A ground-level deck built on blocks or a floating frame is a fundamentally different project than an elevated deck that requires posts set in concrete footings sunk below the frost line. An elevated deck over eight feet needs engineered plans in most jurisdictions. Your intake should capture the approximate height so you know what category of structure you are building before you start estimating.

Railing requirements are driven by code, not preference. Any deck surface more than 30 inches above grade requires a railing in most municipalities — 36 inches high for residential, 42 inches for commercial. Baluster spacing cannot exceed 4 inches (a 4-inch sphere cannot pass through). These are not suggestions. Your intake should capture whether railings are needed and what material — wood, composite, cable, glass, metal — because railing material can be 25% or more of the total project cost.

Permits and existing structure condition

Deck permits are required in nearly every municipality. The threshold varies — some jurisdictions exempt decks under 200 square feet and under 30 inches above grade, others require permits for any attached structure. Your intake form should document whether a permit is needed, who pulls it (contractor or homeowner), and what the local requirements are for inspections during construction.

If the deck attaches to the house, the ledger board connection is one of the most critical structural elements. A poorly attached ledger board is the leading cause of deck collapses. Your intake should ask about the existing wall material — wood frame, brick veneer, stucco, stone — because the attachment method changes for each. If you are replacing an existing deck, document the condition of the existing ledger and whether it can be reused or needs replacement.

Footings need to extend below the local frost line. In New Jersey, that is 36 inches. In Minnesota, it is 42 inches or deeper. Your intake should note the local frost depth because it drives the footing cost — digging 42-inch holes in rocky soil is a very different proposition than 24-inch holes in sandy loam.

Grading, drainage, and site conditions

Water is a deck's worst enemy, and it starts with what is happening on the ground below the structure. Your intake needs to capture:

Grade and slope. Does the yard slope away from the house or toward it? Standing water under a deck accelerates rot in the framing members, breeds mosquitoes, and creates a persistent mud problem. If the grade directs water toward the deck area, you may need to include grading work or a French drain in the scope — and the client needs to know that before they see the estimate.

Existing landscaping and obstacles. Trees near the deck footprint create root conflicts with footings and drop debris onto the deck surface. AC units, gas meters, basement windows, and dryer vents may need clearance. Irrigation lines and low-voltage landscape lighting in the dig path need to be flagged. These are the things that turn a two-day build into a four-day build if you discover them on Day 1.

Access for materials and equipment. Can a lumber delivery truck reach the backyard? Is there a fence gate wide enough for an 8-foot board? Will materials need to be hand-carried through the house? Access constraints add labor cost and should be documented, not discovered.

Timeline, warranty, and the estimate

Deck projects are weather-dependent. Concrete footings should not be poured in freezing temperatures. Staining and sealing require dry conditions. Your intake should capture the client's ideal start date and set expectations that the schedule depends on weather, permit approval timelines, and material availability — composite decking colors can have multi-week lead times during peak building season.

Warranty documentation belongs in the intake because it sets expectations before money changes hands. Workmanship warranties for deck construction typically run one to two years. Material warranties are manufacturer-specific — composite decking warranties run 25 to 50 years, but they cover material defects, not installation issues. Your intake should state your workmanship warranty term and direct the client to the manufacturer's warranty for material coverage.

A contractor intake form captures the broad project management details — insurance, payment terms, change order process — that apply to any construction project. The deck-specific intake adds the trade details: material selection, structural specifications, code requirements, and site conditions that only matter when you are building an outdoor living space. If you run a general contracting operation that includes decks as one of several services, these two forms work together — the GC intake for project management, the deck intake for trade-specific scope.