By the Templateez Team · Licensed Attorney · June 2026

Duct Cleaning Intake Forms: What to Capture Before the First Service Call

Duct cleaning sits at an unusual intersection in the service trades. It is a specialty that touches HVAC systems, indoor air quality, fire prevention, and mold remediation — all in one visit. It is also an industry plagued by scam operators running "$99 whole house" bait-and-switch campaigns, which means legitimate companies need their intake process to do double duty: capture the technical details that drive accurate quoting and demonstrate the professionalism that separates a NADCA-certified operation from a fly-by-night outfit.

A name and address is not intake. A real duct cleaning intake form documents the service type, the HVAC system profile, the property layout, occupant health concerns, the condition of the ductwork, the cleaning method, and the pricing structure — before the truck rolls. Here is what that form should include and why each field matters.

Service type: not all duct cleaning is the same job

The phrase "duct cleaning" covers at least seven distinct services, and each one has different equipment requirements, time estimates, access needs, and pricing. Your intake form should present these as clear selections so the scope is defined before you quote:

• Standard residential duct cleaning — supply and return ducts, registers, and the air handler compartment. This is the baseline service most homeowners are requesting. Time and pricing are driven by the number of vents and the linear footage of ductwork.
• Commercial duct cleaning — larger-diameter ductwork, rooftop units, multiple zones, and often after-hours access requirements. Commercial jobs are quoted per linear foot of ductwork, not per vent, and require different equipment than residential work.
• Dryer vent cleaning — a fire prevention service, not an air quality service. The U.S. Fire Administration reports that failure to clean dryer vents is the leading cause of dryer fires. Lint buildup restricts airflow, increases drying time, and creates ignition risk. This is frequently sold as an add-on to duct cleaning but should be documented as a separate line item because the scope, equipment, and liability are distinct.
• Coil cleaning — evaporator coil (indoor, above the furnace or in the air handler) and condenser coil (outdoor unit). Dirty coils reduce system efficiency by 20–30% and are often discovered during a duct cleaning inspection. Capture whether the client wants one or both coils cleaned.
• Sanitizing and antimicrobial treatment — application of an EPA-registered antimicrobial product to the interior duct surfaces after cleaning. This is an add-on, not a substitute for mechanical cleaning. Your intake should note whether the client is requesting it and whether any occupants have chemical sensitivities that would contraindicate certain products.
• Mold remediation in ducts — if visible mold is present in the ductwork or air handler, this is a remediation job, not a standard cleaning. It may require containment, HEPA air scrubbing, and antimicrobial treatment. Some states require a separate mold remediation license. Your intake should flag mold concerns so you can determine whether the job falls within your scope or needs to be referred out.
• Construction cleanup — new construction or post-renovation duct cleaning to remove drywall dust, sawdust, insulation fibers, and construction debris that entered the ductwork during the build. This is a different job than maintenance cleaning — the contaminant load is heavier, the debris is abrasive, and the ductwork may not yet have been sealed at all connections.

HVAC system information: the technical profile

You cannot quote a duct cleaning job without knowing the system. A single-zone forced-air furnace in a ranch home is a fundamentally different scope than a three-zone heat pump system with ductwork running through an attic and a crawlspace. Your intake should capture:

• System type — central air conditioning, heat pump, gas furnace, electric furnace, boiler with forced air distribution, or a hybrid system. Each type has a different air handler configuration, which affects access and cleaning approach.
• Number of systems and zones — many homes, especially two-story homes built after 2000, have two separate systems or a single system with a zoning damper setup. Each system means a separate air handler, a separate set of supply and return trunks, and a separate filter. Document all of them.
• System age — older systems are more likely to have deteriorating ductwork, disconnected runs, and asbestos-containing insulation (pre-1980 installations). System age also helps you set expectations about what the cleaning will and will not fix — a 25-year-old system with original ductwork may have issues that cleaning alone cannot address.
• Ductwork material — sheet metal, flexible duct (flex), or fiberglass duct board. This matters because each material requires a different cleaning approach. Rotary brushes that work well in sheet metal ducts can damage flex duct. Fiberglass duct board with a deteriorating interior lining may need encapsulation rather than aggressive cleaning. Document the material if the client knows it; if not, note that a pre-cleaning inspection will determine it.
• Ductwork location — attic, basement, crawlspace, in-wall, or in-slab. Location determines access difficulty, which directly impacts time and pricing. In-slab ductwork (common in homes built on concrete slabs in southern states) is the most difficult to clean and often requires specialized equipment.
• Number of supply vents and return vents — this is the primary pricing variable for residential duct cleaning. A home with 12 supply vents and 2 returns is a smaller job than one with 28 supplies and 6 returns. Count both types separately because returns are typically larger and require more time per vent.
• Last cleaning date — has the ductwork ever been professionally cleaned? If so, when? A system that has never been cleaned in 15 years will have a heavier contaminant load than one cleaned three years ago. This affects time estimates and helps your technician set expectations for before-and-after results.
• Filter type and size — disposable fiberglass, pleated, HEPA, electrostatic, or media filter. Knowing the filter type tells you about the client's existing filtration level and whether a filter upgrade recommendation is appropriate. Record the size so you can offer replacement filters as an add-on.
• Thermostat type — manual, programmable, or smart thermostat. This is relevant because your technician may need to override the thermostat during cleaning (running the fan continuously) and should know what they are working with before they arrive.

This system-level detail overlaps significantly with what HVAC service companies need to capture during their own onboarding — the difference is that your intake focuses on the ductwork and air distribution side rather than the mechanical equipment itself.

Property details: the job site profile

The property determines access, equipment staging, and job complexity. Your intake should document:

• Property address — service location, which may differ from the billing address for landlords, property managers, and commercial clients.
• Property type — single-family home, condominium, townhome, or commercial building. Condos and townhomes may have shared ductwork or HOA restrictions on when work can be performed. Commercial properties often require after-hours access and certificate of insurance documentation.
• Square footage and number of stories — larger homes have more ductwork. Multi-story homes have longer duct runs and more complex trunk-and-branch layouts.
• Pets — type, number, and shedding level. Pet dander and hair are among the most common contaminants in residential ductwork, and homes with multiple high-shedding animals will have a heavier load. Pets also need to be confined during the service because of the noise from negative-air machines and the open vent covers.
• Smokers in the household — tobacco and cannabis smoke residue coats duct interiors and is a distinct contaminant that affects both the cleaning approach and the recommendation for post-cleaning treatment.
• Construction or renovation in the past 12 months — any remodeling, drywall work, flooring installation, or painting introduces dust and debris into the duct system, even if vents were covered during the work. This is one of the most common triggers for a duct cleaning call.
• Known water damage or flooding — water intrusion into ductwork creates conditions for mold growth. If the client reports past water damage, flooding, or visible moisture in or around vents, this changes the job classification from standard cleaning to potential mold assessment.

Health and indoor air quality triggers

Many duct cleaning calls are driven by health concerns, not maintenance schedules. Your intake should document occupant health factors that inform the urgency, scope, and method of the cleaning:

• Allergies — do any occupants have allergies to dust, pollen, pet dander, or mold? Allergy-driven clients expect measurable improvement after cleaning, and your technician should be prepared to explain what duct cleaning can and cannot do for indoor allergen levels.
• Asthma or respiratory conditions — occupants with asthma or COPD are more sensitive to airborne particulates, and the cleaning process itself temporarily increases particulate levels. These clients may need to vacate the home during service.
• Visible dust from vents — dark dust deposits around supply registers are a visual indicator of duct contamination and often the triggering complaint. Document whether the client is seeing particulate discharge when the system runs.
• Musty or stale smell when the system runs — odor when the HVAC cycles on suggests biological growth in the ductwork or a dead animal in the duct system. Both require different approaches than a standard cleaning.
• Recent pest activity — rodent droppings, insect infestations, or evidence of nesting in the ductwork. Pest contamination is a health hazard (hantavirus from rodent droppings, allergens from cockroach debris) and may require sanitization after mechanical cleaning.
• Visible mold — mold on or around supply registers, return grilles, or visible inside the air handler. Visible mold is the single clearest indicator that the job may exceed standard cleaning scope. Document the location and extent, and note that a pre-cleaning inspection will determine whether remediation protocols are required.

Inspection and assessment: the NADCA framework

Legitimate duct cleaning follows the NADCA (National Air Duct Cleaners Association) ACR standard — Assess, Clean, Restore. Your intake form should document the assessment phase:

• Pre-cleaning inspection method — will the technician perform a visual inspection, a camera inspection, or both? Camera inspections (using a duct-mounted borescope) provide documentation of duct conditions before cleaning and are the foundation for before-and-after comparisons.
• Before-and-after documentation — does the company provide photos or video of duct conditions before and after cleaning? This is one of the clearest markers separating legitimate companies from scam operators. Legitimate companies document their work; scams do not because there is nothing to show.
• Access points — number and location of access holes that will need to be cut into the ductwork (for trunk lines that lack existing access). Document that access holes will be sealed with sheet metal covers after cleaning — this is a common source of client concern.
• Duct connections — are connections sealed or leaking? Leaking duct connections reduce system efficiency and can pull contaminants from unconditioned spaces (attics, crawlspaces) into the air stream. Note any visible leaks for repair recommendations.
• Ductwork condition — damage, crushed sections, disconnected runs, sagging flex duct. Deteriorated ductwork may need repair or replacement rather than cleaning. A responsible intake process identifies these conditions before the cleaning begins so the client is not surprised by a mid-job scope change.

Cleaning method: source removal is the standard

The cleaning method should be documented on the intake form so the client understands what they are paying for. NADCA recommends source removal — physically dislodging contaminants and extracting them from the system — as the standard approach. Your form should note:

• Source removal method — the industry standard. Agitation devices (rotary brush, air whip, or skipper ball) dislodge debris from duct walls while a HEPA-filtered negative air machine creates negative pressure in the system, pulling dislodged contaminants out through a collection point.
• Negative air machine type — truck-mounted (higher airflow, stays outside the home, connected via large-diameter hose) or portable (brought inside, used for homes where the truck cannot park close enough or for upper-floor ductwork in multi-story commercial buildings). Document which you will use.
• Chemical treatment — if the client requests or the inspection indicates a need for biocide or encapsulant application, note that only EPA-registered products are used. This is both a regulatory requirement and a trust signal. The EPA has explicitly stated that chemical treatment should only be applied to ductwork after mechanical cleaning, not as a substitute for it.

Add-on services: separate line items, separate scope

Duct cleaning companies typically offer a range of related services. Each should be documented as a separate line item on the intake form with its own scope and pricing:

• Dryer vent cleaning — separate from duct cleaning but commonly bundled. Fire prevention is the primary value proposition. Document the dryer vent length and number of elbows if the client knows them, as these affect the difficulty and pricing.
• Coil cleaning — evaporator coil, condenser coil, or both. Coil cleaning restores system efficiency and is a natural upsell during a duct cleaning visit because the technician already has access to the air handler.
• Blower motor and fan cleaning — the blower wheel accumulates debris that reduces airflow and creates an imbalance that stresses the motor. Cleaning it during a duct cleaning visit is efficient because the air handler is already open.
• UV light installation — germicidal ultraviolet light installed in the air handler to inhibit biological growth on the coil and in the drain pan. This is a capital add-on, not a per-visit service, and should be quoted separately.
• Air purifier or filtration upgrade — recommending a higher-efficiency filter, a whole-house air purifier, or an electronic air cleaner after the duct cleaning is complete. Document the current filtration setup so the recommendation is specific to the client's system.
• Vent cover replacement — old, discolored, or damaged supply registers and return grilles. Some clients want new registers installed during the cleaning visit. Document the number and sizes needed.

Pricing structure: transparency prevents disputes

Duct cleaning pricing varies more than almost any other home service, and the lack of pricing transparency is what scam operators exploit. Your intake form should establish the pricing model clearly:

• Per-vent pricing — the most common residential model. A per-vent price (typically $25–$45 per vent) multiplied by the number of supply and return vents, with a separate charge for the air handler cleaning. This model is transparent and easy for the client to verify against their vent count.
• Flat rate by system or home size — a single price for the complete system cleaning, often tiered by square footage or number of systems. Simpler for the client but less transparent about what is included.
• Commercial pricing — per linear foot of ductwork, which requires a pre-job measurement or blueprint review. Commercial jobs are typically quoted after a site survey, not from an intake form alone.
• Minimum charge — most companies have a minimum job charge regardless of vent count. A home with 6 vents may still hit the minimum because of mobilization costs, equipment setup, and the fixed time required to connect the negative air machine.
• Add-on pricing — dryer vent cleaning (flat rate), coil cleaning (flat rate per coil), sanitizing treatment (per vent or flat rate), and any access surcharges for difficult-access areas (attic ductwork requiring crawling, in-slab duct access requiring outdoor excavation equipment).

A note on scam awareness: the $99 problem

The duct cleaning industry has a well-documented problem with bait-and-switch operators who advertise whole-house duct cleaning for $49 to $99, then upsell aggressively on-site with scare tactics about mold, contamination, or system damage. The EPA has stated clearly that there is no evidence that routine duct cleaning improves indoor air quality in the absence of visible contamination, mold, pest infestation, or other specific conditions.

Your intake form is part of how you distinguish your operation from these scams. Legitimate companies provide a clear scope of work before the appointment, use before-and-after photo documentation, follow NADCA ACR standards, price transparently per vent or per system, and never recommend coating duct interiors with sealant unless the ductwork is damaged fiberglass duct board that specifically requires encapsulation. Your intake process should reflect all of this. A client who receives a thorough, professional intake form before the service call understands that they are working with a company that takes the work seriously.

For related service intake workflows, see our guides on HVAC client onboarding and cleaning service intake forms — both trades share overlapping property access and system documentation needs with duct cleaning, but each has its own scope-specific fields.

If you are building documentation across a multi-trade operation, the Trade Services Bundle includes duct cleaning alongside 51 other service categories, each with trade-specific intake and questionnaire fields.