By the Templateez Team · Licensed Attorney · June 2026

Flooring Contractor Intake Forms: What to Capture Before the First Board Goes Down

The customer said hardwood throughout. When your crew pulls up the carpet, there is a concrete slab underneath with visible moisture staining, a three-inch height difference at the kitchen transition, and the crawlspace access point is buried behind a built-in bookcase. Now you are looking at moisture testing, subfloor leveling, and a tear-out that was never in your bid. The customer assumed this was all included because "it is just replacing the floor." Nobody wrote down what was actually underneath.

Flooring is one of the most technically demanding trades to estimate from a phone call alone. The visible surface tells you almost nothing about the real scope of the job. What matters is everything beneath it — subfloor condition, moisture levels, elevation changes, existing flooring removal — and everything around it, from baseboard trim to furniture logistics to stair nosing profiles. A structured flooring contractor intake form captures all of this at first contact, before you commit to a price or a timeline.

Why Flooring Jobs Need Detailed Intake Documentation

Flooring installations are permanent. Unlike a paint job that can be redone in a weekend, a floor that fails — because the subfloor was not level, the moisture barrier was insufficient, or the wrong product was installed over radiant heat — requires a complete tear-out and reinstallation. That is a five-figure mistake on most residential jobs, and the dispute over who pays for it hinges entirely on what was documented before work began.

Material selection adds another layer of complexity. A homeowner who picks a wide-plank white oak based on a Pinterest photo does not know that wide planks require tighter moisture tolerances, that the grade they chose has natural variation they may not like, and that their selected herringbone pattern doubles the installation labor. These conversations need to happen at intake and be captured in writing — not discovered mid-installation when boxes of the wrong material are already on-site.

The subfloor is the foundation of every flooring job, and it is invisible until existing flooring is removed. Documenting what is known at intake — slab versus plywood, age of the home, previous flooring types, any history of water damage — gives you the information to price contingencies into your bid rather than absorb them as unexpected costs.

Flooring Type and Scope of Work

The first fork in any flooring estimate is what material the customer wants and what you are doing with it. These two questions drive every other decision:

• Flooring material — hardwood (solid or engineered), luxury vinyl plank or tile (LVP/LVT), ceramic or porcelain tile, carpet, laminate, concrete polishing or staining, epoxy coating. Each material has different subfloor requirements, acclimation needs, installation methods, and labor rates. A single intake form should list all material types with checkboxes so nothing is assumed.
• Scope of work — install new flooring, refinish existing hardwood, repair damaged sections, or remove existing flooring and replace. Refinishing is an entirely different job from installation — it involves sanding, staining, and coating existing hardwood floors and has its own set of intake requirements around dust containment, stain color selection, and number of coats.
• New construction or renovation — new construction means clean subfloors with known specifications. Renovation means unknowns under existing flooring, potential asbestos in old tile or adhesive (pre-1980 homes), and coordination with other trades already on-site.

Room-by-Room Breakdown

A flooring estimate that says "approximately 1,200 square feet" is almost guaranteed to produce a dispute. Rooms vary in complexity, and a room-by-room breakdown prevents the homeowner from adding spaces after the price is set:

• Room name and square footage — list every room individually. Living room, dining room, hallway, each bedroom by name, kitchen, bathrooms. Measure or get approximate dimensions at intake; confirm with on-site measurement before finalizing the bid.
• Material per room — the customer may want hardwood in the living areas, tile in the bathrooms and kitchen, and carpet in the bedrooms. Each material change is a separate line item and a separate transition detail.
• Transitions between materials — where hardwood meets tile, where LVP meets carpet, where new flooring meets existing flooring in an adjacent room. Transitions require T-moldings, reducers, or thresholds, and each one is a detail the customer needs to approve: metal, wood-tone, or color-matched. Missing transitions are a common callback complaint.
• Closets included or excluded — this is a constant source of confusion. Some homeowners expect closets included in "the bedroom." Others do not. Document it per room.
• Stairs — stairs are priced per step, not per square foot, because installation is significantly more labor-intensive. Capture the number of steps, whether treads and risers are both being covered, the nosing style (flush, bullnose, square), and whether the staircase is open on one or both sides (which requires finished edges).

Subfloor Condition: The Invisible Variable

The subfloor determines what flooring can be installed, how it is installed, and how much preparation is required. This is the section of your intake form that prevents the biggest cost overruns:

• Subfloor type — plywood, oriented strand board (OSB), or concrete slab. Plywood and OSB are typical in homes with crawlspaces or basements. Concrete slabs are common in slab-on-grade construction, basements, and most commercial spaces. Each requires different fastening methods, adhesives, and moisture management.
• Existing flooring — what is currently on the floor? Carpet, vinyl sheet, vinyl tile, hardwood, laminate, ceramic tile, or bare subfloor. Each existing material has different removal requirements. Ceramic tile removal is loud, dusty, and slow. Old vinyl tile in pre-1980 homes may contain asbestos and require certified abatement. Old hardwood may be salvageable for refinishing instead of replacement.
• Leveling needed — is the subfloor flat? Most flooring manufacturers require the subfloor to be flat within 3/16 inch over a 10-foot span. Older homes, homes with foundation settling, and concrete slabs with low spots routinely fail this test. Self-leveling compound is an additional material and labor cost that needs to be in the estimate.
• Moisture testing required — concrete slabs can transmit moisture from the ground, especially in basements, slab-on-grade construction, or homes without proper vapor barriers. Moisture testing (calcium chloride test or relative humidity probe) should be documented as a requirement before any flooring goes down on concrete. Elevated moisture readings change the product selection, require a moisture barrier, or may disqualify certain materials entirely.
• Crawlspace or basement conditions — if the home has a crawlspace, is it encapsulated? Is there standing water, visible moisture, or a vapor barrier? These conditions affect both the subfloor and the longevity of the flooring above it. A wet crawlspace can destroy hardwood floors from below within a year.

Material Selection Details

Flooring material selection involves far more variables than most homeowners expect. Documenting the specifics at intake prevents mid-job material disputes and return charges:

• Species or product line — for hardwood, this means species (white oak, red oak, hickory, maple, walnut), and whether solid or engineered. For LVP/LVT, the specific manufacturer and product line matters because wear layers, core construction, and click-lock systems vary dramatically between brands and price points.
• Grade — for hardwood, grade determines the amount of natural variation: select grade is uniform with minimal knots, #1 common has moderate character, and rustic or character grade has significant knots, mineral streaks, and color variation. Customers who choose character grade and then complain about knots create disputes that documentation prevents.
• Finish — pre-finished (factory applied) or site-finished (sanded and finished on-site after installation). Site finishing adds days to the timeline and requires the space to be unoccupied. For pre-finished, capture the specific finish: matte, satin, semi-gloss, wire-brushed, hand-scraped, or smooth.
• Color and stain — for site-finished hardwood, the stain color must be selected before installation. Document the stain brand, color name, and code. Offer to apply test samples on-site before committing. For pre-finished products, confirm the exact product name and color — manufacturers change product lines, and a color that was available six months ago may be discontinued.
• Pattern — straight lay (standard), diagonal, herringbone, chevron, or mixed-width plank. Herringbone and chevron patterns require 10 to 15 percent more material due to cuts and waste, and double the installation labor. This must be documented in the estimate, because the customer who casually requests herringbone may not realize it adds $3 to $5 per square foot in labor alone.
• Plank width and length — wide planks (5 inches and above) are more sensitive to moisture movement. Narrow planks are more forgiving but require more installation time per square foot. Random-length versus fixed-length planks affect the visual result and the waste factor.

Moisture Concerns and Environmental Factors

Moisture is the number one cause of flooring failure, and the number one source of warranty disputes. Your intake form should flag every moisture risk factor before you commit to a material recommendation:

• Slab moisture — has the slab been tested? If not, document that testing is required before material selection is finalized. Calcium chloride tests measure moisture vapor emission rate; relative humidity probes measure moisture within the slab itself. Both are industry standard. Many hardwood manufacturers void warranties if moisture testing is not documented.
• Radiant heat — does the home have in-floor radiant heating? Not all flooring products are compatible with radiant heat systems. Solid hardwood is generally not recommended. Engineered hardwood, LVP, and tile work well but require specific installation methods. Document the radiant heat system type (hydronic or electric), the maximum surface temperature, and any manufacturer restrictions.
• Crawlspace conditions — encapsulated versus vented, presence of a vapor barrier, history of standing water or flooding. A crawlspace without a vapor barrier can put enough moisture into the subfloor to buckle hardwood floors within months.
• Recent water damage — any history of plumbing leaks, flooding, or water intrusion in the areas being floored. Water-damaged subfloors may need replacement, not just drying, before new flooring goes down.
• Humidity control — does the home have central air conditioning? Hardwood floors require consistent indoor humidity between 30 and 50 percent year-round. Homes without humidity control in humid climates will see cupping, buckling, and gapping that is not a defect — it is an environmental failure.

Furniture Moving and Livability

Flooring installation disrupts every room it touches. Unlike painting, where furniture can be shifted to one side, flooring requires the room to be completely empty. Documenting the logistics at intake prevents day-of surprises:

• Who moves the furniture? — does the homeowner clear every room before your crew arrives, or is furniture moving part of your service? If you move it, where does it go — another room, the garage, a portable storage unit?
• Special items — pianos, gun safes, pool tables, aquariums, and heavy furniture require special handling. A grand piano weighs 700 to 1,200 pounds and requires professional piano movers. If the customer expects you to work around it, that needs to be documented and priced.
• Appliance disconnection — kitchen flooring often requires moving the refrigerator, stove, and dishwasher. Document who disconnects and reconnects appliances, especially gas lines and water supply connections. Many flooring contractors do not handle gas disconnects for liability reasons.
• Can the homeowner live in the home during installation? — for large jobs, especially refinishing with oil-based polyurethane, the home may be uninhabitable for several days due to fumes and wet surfaces. Water-based finishes reduce this to 24 to 48 hours per coat. Document the expectation clearly.
• Dust containment — sanding hardwood floors generates fine dust that travels through the entire home and into HVAC systems. Dustless sanding systems reduce but do not eliminate dust. For refinishing jobs, document what dust containment measures are included: plastic sheeting over doorways, HVAC register covers, negative air pressure systems.

Baseboards, Trim, and Finishing Details

Baseboards and trim are the details that make a flooring job look finished — or unfinished. They also generate a disproportionate number of post-installation complaints because homeowners assume they are included and contractors assume they are not:

• Baseboard removal and reinstallation — are you removing existing baseboards before installation and reinstalling after, or installing the new flooring up to the existing baseboards with shoe molding to cover the expansion gap? These are fundamentally different approaches with different labor costs and different visual results.
• New baseboards — if the existing baseboards are damaged during removal or do not match the new flooring aesthetic, will you supply and install new baseboards? Document the profile style, height, material (MDF, pine, oak), and whether painting or staining is included.
• Shoe molding or quarter round — the expansion gap between flooring and baseboards must be covered. Shoe molding is the standard solution. Document the material, finish, and whether it is included or an add-on.
• Paint to match — if baseboards or trim are removed and reinstalled, nail holes need filling and touch-up paint. If new baseboards are installed, they need priming and painting. Document whether paint work is included or whether the homeowner will handle it after the flooring crew leaves.
• Door undercutting — new flooring often raises the floor height, which means interior doors will not clear. Document whether door undercutting is included in your scope and how many doors are affected.

Stairs: A Job Within the Job

Stair flooring deserves its own section on the intake form because it is priced differently, installed differently, and generates its own set of customer expectations:

• Number of stairs — count each tread. A standard flight is 12 to 14 steps. Multi-story homes with two or three flights multiply the labor and material cost significantly.
• Treads, risers, or both — some customers want the full staircase covered. Others want only treads (the horizontal surface) with painted risers (the vertical face). Document the choice per flight if the home has multiple staircases.
• Nosing style — the front edge of each tread is the nosing, and it defines the look and the safety of the stair. Options include flush nosing (level with the riser), bullnose (rounded), and square (a clean 90-degree edge). Nosing profiles must be ordered to match the flooring and often have lead times.
• Open versus closed stringer — closed stringers have walls on both sides. Open stringers are exposed on one or both sides, requiring finished edges and returns on every tread. Open-stringer stairs take roughly twice as long to install per step.
• Existing stair material — carpet over plywood, existing hardwood, or bare substrate. Removing carpet from stairs is straightforward. Removing old hardwood or dealing with adhesive residue is not. Document what is there now.

Timeline, Acclimation, and Scheduling

Flooring projects have timeline requirements that other trades do not — most critically, material acclimation:

• Material acclimation — hardwood flooring must acclimate in the home for a minimum of three to five days (some manufacturers require seven to fourteen days) before installation. The material needs to reach equilibrium with the home's temperature and humidity. Document when material will be delivered and that acclimation time is in addition to installation time.
• Installation duration — set realistic expectations. A 1,000-square-foot hardwood installation is typically two to three days. Add sanding and finishing, and it becomes five to seven days. Tile work is slower — 200 to 300 square feet per day is a realistic pace including layout, cutting, and grouting.
• Cure time before furniture — site-finished hardwood floors need 48 to 72 hours of cure time after the final coat before furniture can be placed. Felt pads must go on every furniture leg before anything goes back in the room. Document this so the customer plans accordingly.
• Coordination with other trades — if painting or other work is happening in the same space, flooring goes down last. Paint drips on new flooring are a warranty-voiding damage claim. Document the installation sequence and any dependencies on other contractors finishing first.

Warranty Terms

Flooring warranties have more conditions and exclusions than almost any other trade, because flooring performance depends heavily on environmental factors the installer does not control after leaving the site:

• Installer workmanship warranty — covers defects in installation: squeaking caused by improper fastening, visible gaps from poor board selection, finish defects from contaminated application. One to two years is standard for residential.
• Manufacturer product warranty — separate from the installer warranty and governed by the manufacturer's terms. Many manufacturer warranties require documented moisture testing, acclimation records, and specific humidity ranges maintained post-installation. If these conditions are not met, the warranty is void. Your intake form should note that the manufacturer warranty has environmental requirements the homeowner is responsible for maintaining.
• What is excluded — normal wear, scratches from furniture or pets, dents from dropped objects, damage from water exposure (overflowed dishwashers, plumbing leaks), cupping or gapping caused by failure to maintain humidity levels, and color variation in natural wood products. Document these exclusions at intake so the customer understands them before installation, not during a warranty claim.

Stop Estimating Flooring Jobs From a Phone Call

Flooring is a trade where the scope of work lives underneath the visible surface. If you are pricing jobs from a phone conversation and a quick walkthrough, you are absorbing costs that should have been documented and priced at intake. Subfloor leveling, moisture mitigation, transition details, stair nosing, furniture logistics, baseboard work — none of these are assumptions your customer should be making on your behalf.

Flooring contractors who also handle general contracting or coordinate with painting crews find that structured intake documentation reduces change orders across every phase of the project.

For operations covering multiple trades, the Trade Services Bundle includes 52 trade-specific form sets at a significant discount over buying individually.