By the Templateez Team · Licensed Attorney · June 2026

Painting Contractor Intake Forms: What to Document Before the First Coat Goes On

The painting estimate that says "paint living room — $1,200" is the painting estimate that leads to a dispute. The homeowner expected two coats on the walls and ceiling, trim painted to match, and the wallpaper border removed first. The painter expected one coat on the walls, no ceiling work, trim stays as-is, and the wallpaper border is the homeowner's problem. Nobody wrote any of it down, and now the job is half done, the check is half written, and both parties are unhappy.

A painting intake form eliminates this disconnect by forcing both parties to agree on what the job actually includes before the drop cloths come out. Surface conditions, prep work, paint specifications, room-by-room scope, and finish expectations all get documented at the walkthrough, not debated at the final walk-through.

Property and project basics

Before talking about colors, establish the facts that drive the estimate:

• Property type — single-family home, townhouse, condo, apartment, or commercial space. This affects access logistics, HOA restrictions, and whether you need building management approval before starting exterior work.
• Interior, exterior, or both — the distinction matters for scheduling, crew size, weather dependency, and material selection. Exterior jobs require weather windows. Interior jobs require occupant coordination. Jobs that include both need a sequencing plan.
• Square footage or room count — for interior work, document each room individually with dimensions. For exterior work, measure linear feet of siding, fascia, soffit, and trim. Estimates based on "the whole house" without measurements are disputes waiting to happen.
• Age of the structure — homes built before 1978 may contain lead-based paint. Federal EPA RRP (Renovation, Repair, and Painting) rules require certified contractors, specific containment procedures, and documentation. Your intake should flag pre-1978 construction and trigger the lead paint protocol.

Surface conditions: what's already there

The condition of the existing surfaces determines how much prep work the job requires, and prep work is where most painting disputes originate:

• Current surface material — drywall, plaster, wood, stucco, brick, vinyl siding, aluminum siding, concrete. Each requires different preparation and primer.
• Existing paint condition — peeling, chalking, alligatoring, bubbling, mildew, water stains, smoke damage, or intact and in good condition. Document what you see at the walkthrough. Photographs attached to the intake form are worth more than adjectives.
• Previous coatings — oil-based or latex? If the homeowner does not know, a simple adhesion test or solvent wipe reveals it. Painting latex over oil without proper preparation leads to peeling within months.
• Wall repairs needed — nail holes, cracks, dents, water damage, patches from previous repairs. Document whether the painter is responsible for repairs or whether the homeowner will have them completed before paint day. A drywall contractor may need to handle significant repairs before the painting crew arrives.
• Wallpaper or textured surfaces — wallpaper removal is its own scope item with its own price. Document how many walls have wallpaper, what type it is (vinyl, fabric, paper), and whether the homeowner wants it removed or painted over.

Prep work scope: the invisible half of the job

Homeowners see the finished paint. They do not see the sanding, priming, caulking, and masking that make the finished paint look right. Your intake must itemize prep work separately so the homeowner understands what they are paying for:

• Pressure washing — exterior surfaces typically need pressure washing before priming. Document the areas to be washed and whether the contractor is responsible for water access and drainage.
• Scraping and sanding — document the extent. Spot scraping versus full scrape-to-bare-wood is a significant cost difference.
• Caulking — window frames, door frames, baseboards, crown molding, and exterior joints all may need caulking before paint. Note what needs caulking and what type of caulk.
• Priming — new drywall, bare wood, stain blocking, and oil-to-latex conversions all require primer. Document which surfaces need primer and what type.
• Masking and protection — floors, fixtures, hardware, windows, landscaping. What does the painter cover, and what does the homeowner move or protect?

Paint specifications: color, finish, brand, and coats

This is where most homeowner assumptions go undocumented:

• Paint brand and product line — there is a meaningful quality and price difference between contractor-grade and premium paint. If the homeowner expects Benjamin Moore Regal and the contractor bids Sherwin-Williams ProMar 200, that needs to be settled at intake, not when the cans show up on site.
• Colors — document by manufacturer color code, not by name. "Agreeable Gray" means nothing without "SW 7029." Attach paint chips or swatches to the intake form.
• Finish — flat, matte, eggshell, satin, semi-gloss, or high-gloss. Different rooms typically get different finishes. Bathrooms and kitchens usually get semi-gloss for moisture resistance. Living areas get eggshell or satin. Ceilings get flat. Document the finish for each area.
• Number of coats — this is the most common source of painting disputes. One coat versus two coats is a 40–60% labor difference. Document exactly how many coats on walls, trim, ceiling, and doors. If the color change is dramatic (dark to light or vice versa), three coats may be necessary.
• Accent walls and special treatments — stripes, two-tone, faux finishes, or murals are specialty work with specialty pricing. Document them separately from the standard painting scope.

Room-by-room detail for interior work

A room-by-room breakdown prevents scope creep and makes change orders straightforward:

• Each room listed individually — with walls, ceiling, trim, doors, windows, and closets noted as included or excluded. "All rooms" is not specific enough. List each room by name.
• Trim and millwork — baseboards, crown molding, chair rail, wainscoting, window casings, door casings, and built-in shelving. Document what gets painted and in what color and finish.
• Doors — how many, what type (hollow core, solid, panel), and whether they include the frame and hardware. Painting a six-panel door properly takes significantly more time than a flat slab.
• Cabinets — cabinet painting is a separate trade skill with separate pricing. If cabinets are included, document the number of doors, drawers, and boxes, and whether they will be sprayed or brushed.

Exterior-specific details

Exterior painting has variables that interior work does not:

• Siding type and condition — wood clapboard, cedar shingles, vinyl, aluminum, stucco, brick, or fiber cement. Each has different prep requirements and paint compatibility.
• Height and access — two-story or taller homes require ladders, scaffolding, or lifts. Document the height, any access restrictions (steep grades, decks, landscaping), and whether the contractor's insurance covers elevated work.
• Trim, fascia, and soffit — these are separate from siding in both scope and color. Document which elements are included and in what color.
• Gutters and downspouts — painted or excluded? If painted, note the current material (aluminum, vinyl, galvanized steel) because each takes paint differently.
• Shutters — removed and painted separately, or painted in place? Removal allows better coverage but adds labor.
• Weather contingency — what happens when rain delays the exterior schedule? Document the rescheduling process and whether rain delays extend the completion date. For larger exterior projects, a home remodeling intake captures the coordination details when painting is one part of a broader renovation scope.

Access, scheduling, and logistics

The practical details that determine whether the job runs smoothly:

• Occupied or vacant — painting an occupied home requires furniture moving, dust protection, and coordination with the homeowner's schedule. Painting a vacant home is faster and cheaper.
• Pet and child considerations — fumes, open doors, drop cloths, and ladders all create safety concerns. Document any restrictions.
• Parking and material staging — where does the crew park? Where do the ladders, scaffolding, and paint go overnight?
• Start date and completion date — with a contingency window for weather (exterior) or unforeseen prep work (interior).

Why writing it down changes the job

A painting project that starts with a detailed intake form is a painting project where the homeowner knows exactly what they are getting and the contractor knows exactly what they are delivering. The room-by-room breakdown, the coat count, the paint brand, the prep scope, and the surface conditions are all agreed upon before any surface gets sanded. Disputes drop to near zero because there is nothing to dispute — it is all on the form.