By the Templateez Team · Licensed Attorney · June 2026

Tree Service Intake Forms: What Arborists Need to Capture Before the First Job

A tree removal crew that arrives on-site without knowing the species, the proximity to power lines, or whether the municipality requires a permit is not just unprepared — it is exposed. Tree work is among the most dangerous trades in the service industry, and every piece of missing information at intake compounds the risk: to the crew, to the property, to the neighboring structures, and to the business itself. An incomplete intake is how a routine pruning job turns into a liability claim.

Most tree service companies collect a name, an address, and a vague description of what the customer wants done. That is a phone message, not an intake. A proper tree service intake form captures the tree profile, the scope of work, the site hazards, the regulatory landscape, the access constraints, and the insurance documentation — all before the estimator sets foot on the property. Here is what that form needs to include and why each section matters.

Tree identification: species, size, condition, and location

The tree itself is the job. Every decision that follows — equipment selection, crew size, pricing, disposal method, permit requirements — flows from what species it is, how big it is, what condition it is in, and where it sits on the property. Your intake form should capture:

• Species — common name and genus if known. An experienced arborist can identify the species on-site, but collecting the client's description up front helps with preliminary planning. A mature white oak behaves very differently under a saw than a Bradford pear. Wood density, branch architecture, and failure patterns are all species-dependent.
• Trunk diameter (DBH) — diameter at breast height, measured in inches. This is the single most important metric for estimating removal difficulty and pricing. A 12-inch maple is a two-person job. A 36-inch red oak is a crane job. If the client cannot measure, ask them to estimate whether they can wrap their arms around the trunk.
• Height — approximate height in feet. Combined with DBH, this determines the drop zone, rigging requirements, and whether aerial equipment is needed versus climbing.
• Canopy spread — how wide the crown extends. A tree with a 60-foot canopy spread overhanging a neighbor's roof is a fundamentally different job than one centered in an open yard.
• Number of trunks or leaders — multi-stem trees and co-dominant leaders present structural failure risks that affect how the tree is rigged and sectioned.
• Condition — alive, dead, dying, storm-damaged, diseased, or pest-infested. Dead trees are unpredictable. A standing dead hardwood can have internal decay that makes it hollow, which changes how it falls and how much weight the branches can bear during rigging. Disease or pest presence (emerald ash borer, oak wilt, Dutch elm disease) may trigger disposal restrictions.
• Location on property — front yard, backyard, side yard, property line, easement. Include distance to the house, garage, shed, fence, pool, septic system, and driveway. A tree on a property line may require the neighbor's consent before work begins.

If the client is requesting work on multiple trees, the form should accommodate per-tree entries. A blanket "remove the trees in the backyard" description is not actionable for estimating or for regulatory compliance — each tree may have a different species, size, and permit requirement.

Service type: removal is not the only job

Tree service companies offer a range of work, and the scope affects crew size, equipment, pricing, and timeline. Your intake should present clear service categories:

• Full removal — the entire tree comes down, including the trunk, all branches, and (optionally) the stump. This is the highest-risk, highest-cost service and typically requires the most detailed hazard assessment.
• Trimming and pruning — crown reduction, deadwood removal, clearance pruning (away from structures or power lines), vista pruning, or structural pruning on younger trees. The client's goal matters: are they pruning for aesthetics, for clearance, for health, or because a branch is threatening a roof?
• Stump grinding — removal of the stump after a tree has already been taken down, or grinding an old stump that has been sitting for years. Document the stump diameter, above-ground height, and whether the client wants surface-level grinding or deep grinding below grade. Root flare extent matters too — large root systems can extend well beyond the visible stump. Companies that handle stump work as a standalone service may benefit from a dedicated stump grinding intake form that captures per-stump inventory, equipment selection, underground utility locates, and debris volume estimates.
• Emergency storm damage — a tree or large limb has fallen on a structure, vehicle, fence, or is blocking a road or driveway. These jobs are time-critical and often involve working in hazardous conditions (downed power lines, unstable remaining trunk, rain or ice). Document what the tree fell on, whether the structure is occupied, and whether utilities are involved.
• Disease and pest treatment — injection treatments, fungicide applications, soil treatments, or pest mitigation. Requires identification of the specific disease or pest, treatment history, and whether neighboring trees are affected. Companies that also handle pest control should note that tree-related pest issues — boring insects, tent caterpillars, scale — may require both arboricultural and pest management approaches, and documenting the full scope at intake prevents gaps.
• Cabling and bracing — installation of steel cables or braces to support structurally weak limbs or co-dominant stems. This is preservation work — the client wants to keep the tree but reduce the failure risk. Document the specific concern (splitting crotch, overextended limb, previous failure) and whether prior cabling exists.
• Lot clearing — removal of multiple trees and undergrowth for construction, grading, or land use change. This is a fundamentally different job from single-tree work and may trigger different permit requirements.

Hazard assessment: what can go wrong and what is in the way

This is the section that separates a professional tree service intake from a generic contractor form. Tree work is inherently dangerous — OSHA consistently ranks it among the highest-fatality occupations — and the site conditions determine whether a job is routine or high-risk. Your form should capture:

• Proximity to structures — distance to the house, garage, shed, greenhouse, pool, deck, patio, retaining wall, or any other built structure. If a tree is within one tree-length of a structure, there is no margin for an uncontrolled fall. That dictates rigging, sectional dismantling, or crane work.
• Power lines and utility infrastructure — overhead electric, telephone, or cable lines within the drop zone or canopy reach. Trees within striking distance of power lines often require coordination with the utility company and may be subject to line-clearance regulations. Only qualified line-clearance arborists should work within 10 feet of energized conductors under OSHA 1910.269. Document the utility company name and whether they have been contacted.
• Fences, walls, and neighboring property — fences directly under or adjacent to the tree complicate rigging paths and drop zones. If the canopy extends over the property line, portions of the tree may technically belong to the neighbor. Document whether the neighbor has been notified.
• Lean direction and structural defects — which way does the tree naturally lean? Is there a visible crack, cavity, fungal conk, or included bark at the crotch? A tree leaning toward a house with a crack in the trunk is a different risk category than one leaning toward open ground.
• Root damage and soil conditions — visible root heaving, construction damage to the root zone, root rot, waterlogged soil, or grade changes near the trunk. Compromised root systems can cause unpredictable failures during felling or rigging operations.
• Terrain — slope, uneven ground, rocky soil, proximity to water features, or wetland areas. Steep slopes affect how equipment is positioned and how brush is removed. Soft or wet ground can cause heavy equipment to sink or slide.

Permit requirements: municipal ordinances, HOA rules, and protected species

This is where tree service companies get into trouble. Many municipalities regulate tree removal, and the rules vary enormously. Some cities require a permit for any tree above a certain caliper. Others protect specific species. Some have heritage or landmark tree designations that prohibit removal entirely without a variance. Your intake form should capture:

• Municipality and jurisdiction — city, township, or county. This determines which tree ordinance applies. In some metro areas, the rules differ block by block depending on which municipality the property falls in.
• Tree ordinance awareness — does the client know whether their municipality has a tree removal ordinance? Has the client already obtained a permit, or are they expecting the tree service company to handle it?
• HOA restrictions — many homeowners associations have covenants governing tree removal, species replacement requirements, or aesthetic standards for pruning. The client should provide the relevant HOA language or contact if restrictions exist.
• Protected species — certain species are protected by state or local law. Heritage oaks in Texas, live oaks in parts of Florida, and native species in various conservation overlay districts cannot be removed without specific approval — and sometimes not at all. Fines for unpermitted removal of a protected tree can run $500 to $10,000 per tree.
• Replacement requirements — some jurisdictions require planting one or more replacement trees for every tree removed above a certain size. Document whether the client understands this obligation and whether they want the tree service company to handle the replacement planting.

The tree service company is often the party that gets fined for unpermitted removal, not the homeowner. Documenting the permit status at intake — and making clear who is responsible for obtaining permits — protects the business.

Equipment access: can you get to the tree?

A 60-foot red oak in the backyard means nothing if your bucket truck cannot get past a 32-inch gate. Access constraints are the number-one reason tree service estimates come in wrong after the site visit. Capturing this at intake saves the estimator a wasted trip and prevents quoting a job at ground-crew rates that actually requires a crane. Document:

• Gate width — the narrowest point between the street and the tree. A standard residential gate is 36 to 48 inches. A compact track loader needs 36 inches minimum. A bucket truck needs a full driveway. If there is no gate access to the backyard, the crew is climbing and hand-carrying — which changes the price and the timeline.
• Driveway and staging area — can a chip truck park in the driveway? Is there street parking for the chipper? Is there room to stage the crane if one is needed?
• Overhead clearance — low-hanging branches, carport roofs, pergolas, or awnings between the access point and the work area.
• Slope and terrain between the access point and the tree — a flat backyard is different from a hillside lot where equipment cannot be positioned safely.
• Underground utilities — water lines, gas lines, sewer laterals, septic tanks, sprinkler systems, buried electric, and fiber optic cables. Stump grinding and root removal can damage underground utilities if their locations are not marked. A call to 811 (the national "Call Before You Dig" number) is standard practice, but documenting the client's knowledge of buried utilities at intake helps with advance planning.
• Surface considerations — newly paved driveway, decorative pavers, irrigation heads, or lawn areas the client wants protected. Heavy equipment damages surfaces, and the client's expectations about ground protection should be established before the crew arrives. For properties with established landscaping, coordinate with the client on what areas need protection mats or alternative access routes.

Insurance and certification documentation

Tree service is a high-liability trade. The intake is the right time to document the company's own credentials and to capture the client's insurance information for potential claims coordination:

• ISA certification — International Society of Arboriculture certification is the industry standard for demonstrating competence. If the arborist performing or supervising the work is ISA-certified, document the certification number and expiration. Some municipalities and insurance carriers require ISA certification for permitted work.
• Company liability insurance — general liability and, critically, completed operations coverage. Tree service liability claims often arise after the job is done (e.g., a root system destabilizes adjacent trees, or a topped tree dies months later). Document the policy number and provide a certificate of insurance to the client upon request.
• Workers' compensation — tree work has one of the highest workers' compensation rates of any trade. Property owners can be held liable if an uninsured worker is injured on their property. Documenting your workers' comp coverage protects the client and your business.
• Client's homeowner's insurance — for storm damage work, the client's homeowner's policy may cover the removal. Capture the carrier name, policy number, and claim number if one has been filed. This allows the tree service to coordinate with the adjuster and prevents billing disputes.
• Additional insured requirements — commercial properties, HOAs, and property management companies often require being listed as additional insured on your policy before work begins. This takes time to process, so capture the requirement at intake.

Disposal and wood retention preferences

What happens to the wood after the tree comes down is a conversation that should happen at intake, not while the crew is stacking rounds in the driveway. Different clients have very different expectations:

• Full removal and haul-away — all wood, branches, and debris are chipped and removed from the property. This is the most common expectation and should be the default option.
• Client retains firewood — the trunk and larger limbs are bucked into firewood-length rounds and stacked on-site. Document where the client wants the wood stacked and in what lengths (16-inch, 18-inch, etc.).
• Log retention for milling — high-value species (walnut, cherry, white oak, figured maple) can be worth significant money as lumber. If the client wants logs retained for a portable sawmill or sale, document the minimum log diameter and length they want saved, and where the logs should be staged.
• Chip distribution — does the client want wood chips blown into garden beds, dumped in a specific area, or hauled off entirely?
• Stump treatment after grinding — does the client want the grindings left to fill the hole, or removed and replaced with topsoil and seed? Will they be planting a replacement tree in the same location?

Seasonal timing and scheduling considerations

Tree work is seasonal, and the timing affects both the price and the outcome. Your intake should capture why the client is calling now and whether the job is time-sensitive:

• Emergency vs. planned — a tree on a roof is a same-day job. A healthy tree the client wants removed for a construction project can be scheduled weeks out. Emergency rates are higher, and the client should understand the pricing difference at intake.
• Seasonal pruning restrictions — many species should not be pruned during certain seasons. Oaks in regions with oak wilt should not be pruned from April through July. Elms should not be pruned during the growing season where Dutch elm disease is present. Capturing the species and proposed timing at intake lets the arborist flag seasonal risks before scheduling.
• Construction timelines — if the tree removal is part of a larger project (new construction, addition, pool installation), document the contractor's timeline and any deadlines.
• Nesting season — the Migratory Bird Treaty Act protects active nests. If the tree has an active nest during breeding season (typically March through August), removal may need to be delayed. Document whether the client has observed nesting activity.
• Winter vs. summer pricing — many tree service companies offer lower rates in winter when demand drops and deciduous trees are leafless (lighter canopy weight, better visibility of structure). If the job is not urgent, noting the client's flexibility on timing can help with scheduling and pricing.

Client information and property details

Beyond the tree-specific sections, the intake should capture standard client and property data:

• Client name, phone, email, and mailing address
• Company name (if applicable) — property management companies, commercial property owners, and HOAs often contract tree work on behalf of the property
• Property address (if different from mailing address) — investment properties and commercial sites often have a different service address
• Property type — residential, commercial, municipal, utility right-of-way, or agricultural
• Property owner vs. tenant — tenants do not always have authority to authorize tree removal. If the client is a tenant, document whether the property owner has given consent.
• Preferred contact method and availability — for scheduling the site visit and the work itself
• How the client found the company — referral, online search, yard sign, repeat customer. Standard marketing attribution that belongs on every intake.

Why this level of detail matters

A tree service intake form is not paperwork for the sake of paperwork. It is the difference between an accurate estimate and a money-losing job, between a safe work plan and a preventable accident, between regulatory compliance and a municipal fine. The companies that treat intake as a thorough information-gathering process — not a formality — are the ones that price correctly, avoid disputes, and protect their crews.

The Templateez tree service intake form covers all of the sections above in a fillable PDF that your estimators can complete on a tablet or print and fill by hand. It is designed specifically for arborists and tree care companies — not adapted from a generic contractor template. If your operation services multiple trades, the Trade Services Bundle includes intake forms and client questionnaires for 52 trade and home service categories at a significant discount.