By the Templateez Team · Licensed Attorney · June 2026

Stump Grinding Intake Forms: What to Capture Before You Start the Grinder

A stump grinding job looks simple from the outside. A machine goes in, the stump goes away, the customer gets a flat yard. What the customer does not see is the irrigation line buried six inches from the root flare, the hardwood species that will take three times longer to grind than the softwood they quoted over the phone, or the gate that is four inches too narrow for the self-propelled grinder. Every one of those surprises costs time, money, or a damaged underground utility — and every one of them is preventable with a proper intake form.

Most stump grinding companies collect a name, address, and "how many stumps." That is a phone message, not an intake. A real stump grinding intake form captures the stump inventory, site conditions, access constraints, utility exposure, equipment requirements, debris plan, and pricing terms before anyone loads a grinder onto a trailer. Here is what that form needs to include and why each field matters.

Service type: grinding is not the same as removal

Customers use "stump grinding" and "stump removal" interchangeably. They are not the same service, they require different equipment, and they produce different results. Your intake form should present clear service categories so the customer selects what they actually need — and so your crew shows up with the right machine:

• Stump grinding — below grade — the most common service. A grinder chips the stump and surface roots to 4–6 inches below grade. The root system remains in the ground and decomposes over several years. This is the standard for customers who want to lay sod, plant a garden bed, or simply eliminate a tripping hazard.
• Stump removal — full extraction with root ball — the entire stump and root ball are excavated. This is heavier work requiring a backhoe or excavator, not a grinder. It leaves a large hole that must be backfilled. Customers who need this are typically preparing for construction, pouring a patio, or dealing with a stump in a location where below-grade grinding is not sufficient.
• Root grinding — surface roots causing problems — sometimes the stump is already gone or was ground years ago, but surface roots are heaving a sidewalk, cracking a driveway, or creating trip hazards across the lawn. Root grinding addresses specific root runs without removing the entire root system. Your intake needs to capture which roots, how far they extend, and what surface they are affecting.
• Land clearing — multiple stumps after tree removal — a property that has had multiple trees removed and needs all remaining stumps ground in a single mobilization. This is a volume job with different pricing, different equipment considerations (a track-mounted grinder instead of a walk-behind), and different logistics. Your intake should capture a stump count and map of the property.

This service classification overlaps with what tree service companies capture at intake. Many stump grinding jobs originate as add-ons to tree removal — the tree crew takes the tree down and the stump grinder comes in afterward. If you offer both services, your intake should link the two jobs so the stump grinder knows what species was removed, how recently it was cut, and whether the tree crew left the stump high or cut it flush.

Stump inventory: the data that drives the quote

Every stump is a separate line item, and every line item needs its own measurements. A single "number of stumps" field is not enough. Your intake form should capture the following for each stump on the property:

• Diameter at ground level — this is the single most important measurement for pricing. Most companies price per inch of diameter. Measure at ground level, not at the cut face, because the root flare at ground level is always wider than the trunk above it. A stump that looks like 18 inches from the cut face may measure 26 inches at the root flare. If the customer is measuring before you arrive, tell them to measure at the widest point at ground level.
• Species — hardwood versus softwood — an oak stump takes significantly longer to grind than a pine stump of the same diameter. Hardwoods (oak, hickory, maple, black locust) are dense, produce more wear on the cutting teeth, and require slower passes. Softwoods (pine, spruce, cedar, poplar) grind faster and produce more volume of grindings per inch. If the customer does not know the species, ask them to describe the bark and whether the tree was deciduous or evergreen — that narrows it enough to estimate.
• Height above grade — was the tree cut flush to the ground, or is there 12 inches of trunk still standing? A stump that is 18 inches above grade has 18 inches of additional material to grind before you even reach the root ball. Some companies charge extra for stumps above a certain height; your intake should capture this so the quote is accurate.
• Time since the tree was cut — a fresh stump (cut within the last few weeks) is green wood, which is softer and grinds faster but produces wetter, heavier debris. A stump that has been sitting for five years may be dried and hardened, or it may be partially decayed and hollow, which grinds quickly but can be unpredictable. Extremely aged stumps may also harbor termites, carpenter ants, or fungal colonies that your crew should know about before they start throwing debris.
• Root flare — how far do visible roots extend — surface roots radiating from the stump determine how wide the grind area will be. A stump with a 20-inch diameter but visible roots extending 4 feet in every direction is a bigger job than the diameter alone suggests. The root flare also affects what the grinder might hit — a root running toward the foundation means the grinder is working closer to the structure than the stump's position implies.

Site assessment: what surrounds the stump matters as much as the stump itself

Stump grinding is destructive work performed inches from things the customer does not want destroyed. Every stump exists in a context — near a fence, above a septic line, on a slope, behind a gate — and that context dictates equipment selection, safety precautions, and price. Your intake needs to capture the full picture:

• Stump location — front yard, back yard, side yard, fence line, tree lawn between sidewalk and curb, near a structure. Location affects access, visibility to neighbors (noise complaints), and proximity to things that can be damaged.
• Access to the stump — can a grinder reach it? Is the path from the street to the stump clear, flat, and wide enough for the machine? A stump in a fenced backyard with a 32-inch gate and a swimming pool between the gate and the stump is a fundamentally different job than a stump in an open front yard.
• Gate width — minimum 36 inches for most walk-behind grinders. Self-propelled and track-mounted machines need 48–60 inches. If the gate is too narrow, the options are removing a fence section (with the customer's permission and at their cost), using a walk-behind unit that fits, or hand-carrying a portable grinder. Capture the gate width at intake so you bring the right equipment the first time.
• Underground obstacles — irrigation lines, septic system components, sprinkler heads, buried cable, low-voltage landscape lighting wire, invisible pet fence wire. A grinder cutting 12 inches below grade will hit anything in that zone. The customer may not know exactly where their irrigation lines run, which is why the 811 locate and a private utility discussion are separate intake requirements (see below).
• Depth of grind — standard grinding goes 4–6 inches below grade, which is sufficient for laying sod or planting grass seed. Deep grinding goes 12 inches or more below grade and is required if the customer wants to replant a tree in the same location, install a patio or walkway over the stump site, or pour a concrete slab. Deeper grinding takes longer, produces more debris, and increases the risk of hitting underground utilities. Your intake should capture the intended use of the site after grinding so you can recommend the appropriate depth.
• Proximity to structures — foundation walls, driveways, retaining walls, fences, patios. A grinder operating within 3 feet of a structure risks throwing debris against it, cracking thin concrete or pavers with vibration, or undercutting a shallow foundation. Some stumps within 12 inches of a structure may require hand-digging the perimeter before grinding. Capture the distance and the type of structure at intake.
• Proximity to other trees — grinding too close to an adjacent living tree can sever feeder roots and damage or kill the tree. If a stump is within the drip line of a neighboring tree, your intake should note this and your crew should discuss the risk with the customer before grinding aggressively in that zone.
• Slope — grinders on steep slopes require special equipment (track-mounted units with low center of gravity) or additional safety measures. A walk-behind grinder on a 20-degree slope is a rollover risk. If the stump is on a hillside, embankment, or steep grade, capture it at intake so you send the right crew and the right machine.

Much of this site assessment overlaps with what landscaping companies capture at a first visit — access paths, gate widths, underground irrigation, slope. The difference is that a landscaper is planting and grading; a stump grinder is running a machine with carbide-tipped teeth 12 inches underground. The consequences of missing an underground obstacle are more immediate and more expensive.

Equipment selection: access dictates the machine

Your intake form does not need the customer to select a grinder. But the site data you collect at intake determines what equipment your crew brings, and getting that wrong means a wasted trip. The equipment decision flows directly from the intake fields above:

• Walk-behind grinder — fits through standard 36-inch gates, appropriate for small to medium stumps in residential backyards. Limited cutting depth (usually 12 inches max) and slower on large-diameter hardwood stumps.
• Self-propelled grinder — larger cutting wheel, faster on big stumps, but needs 48–60 inches of access width. The standard choice for open front yards and properties with wide side-yard access.
• Track-mounted grinder — heavy-duty machine for land clearing jobs, large-diameter hardwood stumps, and properties with soft or uneven ground where wheeled machines lose traction. Requires trailer delivery and open access.
• Skid-steer attachment — used when a skid-steer is already on site for other work (grading, excavation) or when the volume of stumps justifies mobilizing a skid-steer. Common on land clearing and new construction sites.
• Portable or hand-carry grinder — for stumps in locations with no machine access at all — behind a pool, on a steep hillside reachable only by foot, in a courtyard with no gate. These machines are slow and labor-intensive, but they are the only option when nothing else can reach the stump.

The intake form captures the access constraints; your estimator matches those constraints to the equipment. If you document the gate width, slope, and obstacles at intake, the estimator never has to guess.

Underground utilities: the 811 call and what it does not cover

Underground utility damage is the single highest-liability event in stump grinding. A grinder cutting 12 inches below grade can sever a gas line, a fiber optic cable, or a water main. Your intake form should address utilities as a distinct section, not a checkbox buried in site notes:

• 811 locate — mandatory before grinding — in every state, you are required to call 811 (or submit an online locate request) before any excavation, and grinding below grade qualifies. Your intake form should capture whether the 811 locate has been requested, the ticket number, and the scheduled or completed locate date. Do not schedule the grind before the locate is complete.
• Private utilities — not covered by 811 — 811 locates public utilities: gas, electric, water, sewer, telecom. It does not locate private utilities on the customer's property. Your intake should specifically ask about irrigation systems, low-voltage landscape lighting, invisible pet fence wire, septic system components (tank, drain field, distribution box), and any private conduit running through the yard. These are the lines your grinder will hit because nobody marked them.
• Fiber optic and cable — often shallow-buried (6–12 inches) and run along fence lines or property edges — exactly where stumps tend to be. Even when 811 marks the general path, the actual cable may be several inches off the mark. Your intake should note whether the customer has fiber internet or recent cable installation, which suggests a shallow-buried line in the yard.
• Manual hand-digging around marked utilities — if 811 marks indicate a utility within 18 inches of the stump, best practice is to hand-dig the area to expose the utility before grinding near it. Your intake should note the proximity and your crew should plan for the additional time.

Debris and cleanup: grindings volume surprises every customer

Customers consistently underestimate how much debris stump grinding produces. A stump that occupied a 24-inch circle at ground level produces a mound of wood chips that covers an area 6 feet in diameter and 18 inches high. The rule of thumb is 3 to 5 times the stump volume in grindings. Your intake needs to set expectations and capture the customer's cleanup preference:

• Grindings disposal — leave on site (customer deals with it), haul away (your truck and dump fees), or spread as mulch around landscape beds. Each option has a different cost. Hauling away a full load of grindings from a 36-inch oak stump may require a dump trailer.
• Backfill — after grinding, there is a depression where the stump was. Basic backfill means raking the grindings back into the hole and mounding slightly to allow for settling. Full backfill means hauling in topsoil, mixing with grindings, grading level, and seeding. This is a separate line item, not included in the grind price.
• Full restoration — topsoil, grade, seed, straw, and water. The customer gets a patch of lawn where the stump was. This is the most expensive cleanup option and the most common request from homeowners who care about curb appeal.
• Grindings in garden beds — customers frequently ask to use the grindings as mulch in garden beds. Your intake should note that fresh wood grindings, particularly from hardwoods, contain tannic acid and will deplete nitrogen from the soil as they decompose. This can stunt or kill plants in a garden bed. Aged grindings (composted for 6–12 months) are fine. Fresh grindings are not. Capturing this at intake prevents a callback when the customer's tomatoes die.

Pricing: per-inch, minimums, and surcharges

Stump grinding pricing is more variable than most service trades because every stump is a different size, species, and access situation. Your intake form should establish the pricing framework so the customer understands how the quote is built:

• Per inch of diameter — the most common pricing model. Rates typically range from $2 to $5 per inch of diameter, varying by region and species. A 24-inch pine stump at $3 per inch is $72. A 24-inch oak at $4 per inch (hardwood surcharge) is $96. Your intake should capture the diameter of each stump so the quote is specific, not estimated.
• Minimum charge — most companies have a minimum that covers mobilization, travel, and the first 12–18 inches of diameter. A single 8-inch stump does not cost $24 at $3 per inch — it costs whatever your minimum is, because you still loaded a grinder onto a trailer, drove to the site, and set up.
• Volume discount — each additional stump — land clearing jobs with 10 or 20 stumps should not be priced at full per-inch rates. Most companies discount additional stumps because the mobilization cost is already covered. Your intake should capture all stumps on the property so you can build a volume quote.
• Access difficulty surcharge — backyard with no gate access, steep slope requiring a track-mounted machine, stump only reachable by hand-carry equipment. These conditions add labor time and require specialized equipment. Your intake captures the access constraints; your pricing model adds the surcharge.
• Depth surcharge — deep grinding beyond the standard 4–6 inches. A customer who wants 12 inches below grade for replanting or 18 inches for a patio foundation is requesting substantially more work than a standard grind.
• Debris hauling — a separate charge if the customer wants grindings removed from the property. Capture the preference at intake so it appears on the quote, not as a surprise add-on after the work is done.
• Backfill and restoration — topsoil, grading, seeding, and straw are separate from the grind itself. Your intake should present these as add-on options with their own pricing.
• Root grinding — if surface roots need to be ground beyond the stump perimeter, most companies charge per linear foot of root run. Capture how far the roots extend and in which directions.

Insurance and liability: what goes wrong and who pays

Stump grinding has a specific liability profile that is different from other service trades. The most common claims are underground utility damage, property damage from equipment access, and disputes about re-sprouting. Your intake should address each one:

• Underground utility hits — despite 811 locates and private utility inquiries, lines get hit. Your intake should document that an 811 locate was completed, that the customer disclosed known private utilities, and that the customer understands the residual risk. This documentation is your defense if a claim arises.
• Lawn and landscape damage from equipment — a self-propelled grinder weighs 1,000 pounds or more. Driving it across a wet lawn leaves ruts. Tracking it through a garden bed destroys plants. Your intake should identify the access path and note any lawn or landscape features that could be damaged in transit. Documenting the condition of the access path before the work protects you against claims that your equipment caused pre-existing damage.
• Fence, driveway, and structure damage — grinders throw debris. Rocks and wood chips launched by the cutting wheel can crack windows, dent siding, and chip car paint. Your intake should note vehicles, structures, and windows within the debris zone and your crew should deploy debris guards. If a customer's car is parked 15 feet from the stump, that should be in the intake notes — and the car should be moved before grinding starts.
• Re-sprouting liability — some species aggressively re-sprout from roots left in the ground after grinding. Black locust, tree of heaven, silver maple, and willows are notorious for this. Grinding the stump does not kill the root system, and shoots can emerge weeks or months later. Your intake should disclose this, particularly for species known to re-sprout, and your warranty terms should address it. A common industry warranty is to re-grind any sprouts that emerge from the original stump site within 12 months at no additional charge.
• Adjacent tree damage — if grinding severed feeder roots of a neighboring tree and that tree declines, the customer may claim the grinder caused it. Your intake documentation of proximity to other trees and the discussion of root-zone risks is your evidence that the customer was informed before the work began.

Building the quote from the intake, not from the phone call

A stump grinding quote built from a phone call is a guess. A quote built from a complete intake form — with diameter measurements, species identification, site access details, utility locates, depth requirements, and cleanup preferences — is an estimate the customer can trust and your crew can execute without surprises. The intake form is also your liability shield: it documents what the customer disclosed, what you agreed to do, and what was excluded.

The difference between a stump grinding company that handles three callbacks a week and one that handles three a month is almost never the quality of the grinding. It is the quality of the intake. The company that captured the gate width, identified the irrigation line, noted the hardwood species, and discussed the re-sprout risk at intake does not get the phone call that starts with "nobody told me."

If you operate across multiple outdoor service lines, the Trade Services Bundle includes stump grinding alongside 51 other service categories, each with trade-specific intake fields designed for the way that particular trade actually works.

Related reading

• Tree Service Intake Forms: What to Document Before the First Cut
• Landscaping Client Intake: What to Capture Before the First Visit