By the Templateez Team · Licensed Attorney · June 2026

Window Installation Intake Forms: What to Capture Before the First Measurement

A window replacement job that starts without a thorough intake is a job that will have problems. The estimator arrives, measures six openings, quotes a price, and three weeks later the installation crew discovers that two of those openings have rotted sills, the homeowner expected full-frame replacement but was quoted for insert, the bathroom window needs tempered glass by code, and nobody documented whether the house was built before 1978. Now you have a change order, a delayed install, a frustrated homeowner, and a margin that just evaporated.

Window installation sits at the intersection of construction, energy performance, building code compliance, and aesthetic preference. There are more variables per opening than in almost any other home improvement trade, and every one of those variables affects price, timeline, and scope. A proper window installation intake form captures all of them before the tape measure comes out. Here is what that form needs to include.

Project type: replacement, new construction, or repair

The first question on any window intake determines the entire scope of the job. A pocket replacement on a 20-year-old vinyl window and an egress window installation in a basement are fundamentally different projects with different permitting requirements, different crews, and different price points. Your intake should let the client identify the work they need:

• Full window replacement — insert (pocket) — the existing frame stays in place and a new window unit slides into it. Less disruptive, faster installation, lower cost. Works when the existing frame is structurally sound and properly sized.
• Full window replacement — full-frame — everything comes out down to the rough opening, including the old frame, casing, and trim. Required when the existing frame has rot, structural damage, or when you need to resize the opening. More expensive, more disruptive, but addresses underlying problems that insert replacement cannot.
• New construction windows — for additions, new builds, or opening up a wall where no window currently exists. Requires a nail-fin frame, structural header, and building permits.
• Storm window installation — exterior or interior storm windows mounted over existing windows to improve energy performance without replacing the primary unit. Common in historic homes where the original windows must be preserved.
• Window repair — glass replacement, hardware repair, balance replacement, broken seal repair, or weatherstripping. Not every job is a replacement. Sometimes the frame is fine and only the glass unit or a mechanical component has failed.
• Patio door or sliding door replacement — many window companies also handle sliding glass doors, French doors, and patio doors. These require different measurement protocols, different structural considerations (wider headers, floor tracks), and different pricing.
• Egress window installation — basement egress windows are code-driven. The opening must meet minimum width, height, and sill-height requirements for emergency exit. This is a structural project that involves cutting through a foundation wall and typically requires a permit and inspection.
• Bay or bow window installation — these are specialty projects that require a support structure (knee brackets or cables), custom sizing, and often a new roof section over the projection. They are not priced or installed like standard replacement windows.

Current window inventory: what exists before you start

Before you can specify what goes in, you need a complete picture of what is there now. A whole-house replacement on a colonial with 22 windows is a project that will take two to three days and requires precise room-by-room documentation. Your intake should capture, for each window or group of windows:

• Number of windows by location — room-by-room count. This matters for scheduling because installation crews typically work room by room, and the homeowner may want certain rooms prioritized. A nursery or home office might need to be done first so it can be closed up and climate-controlled while the rest of the house is open.
• Window type — single-hung, double-hung, casement, slider, awning, hopper, picture (fixed), or specialty shape (arch, circle, trapezoid, octagon). Each type has different hardware, different installation requirements, and different pricing.
• Approximate size — width by height. Exact measurements happen at the site visit, but approximate sizes at intake let you generate a ballpark quote and identify any non-standard sizes that will require custom orders with longer lead times.
• Current frame material — wood, vinyl, aluminum, or clad (wood interior with aluminum or vinyl exterior). This affects the scope of removal and whether the existing frame can be reused for an insert installation.
• Current glass configuration — single-pane, double-pane (insulated glass unit), or triple-pane. Single-pane windows in a cold climate are the strongest candidates for replacement from an energy standpoint. If double-pane units are fogged between the panes, the seals have failed and the insulating gas has escaped.
• Age of current windows — original to the house or a previous replacement? Windows installed in the 1990s may still be structurally sound but have outdated glass technology. Windows from the 1960s or earlier are almost certainly single-pane and may have lead paint on the frames.
• Condition notes — fogged glass (seal failure), visible rot on the frame or sill, drafts around the perimeter, hardware that does not lock or operate smoothly, condensation between panes, water staining on interior trim. Each of these conditions tells you something about whether insert replacement will work or full-frame is necessary.

Replacement specifications: what the client wants installed

This is where window intake gets detailed, and where the difference between a professional operation and a "we sell vinyl windows" outfit becomes obvious. The replacement specification section is a series of decisions that affect performance, appearance, code compliance, and price:

• Frame material — vinyl (lowest cost, zero maintenance, limited color options), fiberglass (stronger, paintable, more expensive), wood (best aesthetics, requires maintenance, often required in historic districts), clad wood (wood interior for appearance, aluminum or vinyl exterior for weather resistance), aluminum (commercial, modern aesthetic, poor thermal performance without a thermal break), or composite. Each has trade-offs your client needs to understand before selecting.
• Glass type — double-pane Low-E is the current standard for most residential replacement. Triple-pane offers superior performance in cold climates but at higher cost and weight. Impact-rated glass is required in hurricane zones and available as an upgrade elsewhere. The glass specification drives the energy performance numbers.
• Gas fill — argon (standard, cost-effective, approximately 33% better thermal performance than air) or krypton (denser, better performance in thinner gaps, significantly more expensive). Most residential replacements use argon. Krypton is typical in triple-pane units where the gaps between panes are narrower.
• Energy performance targets — U-factor (how well the window prevents heat loss — lower is better) and SHGC (Solar Heat Gain Coefficient — how much solar radiation passes through — lower blocks more heat, higher allows more passive solar heating). These matter for ENERGY STAR qualification and utility rebate eligibility.
• Grid pattern — colonial (6-over-6, 8-over-8), prairie (perimeter grids only), craftsman, diamond, or none. Grids are aesthetic and should match the architectural style of the home. GBG (grids between glass) are easiest to clean. SDL (simulated divided lite) look more authentic but cost more.
• Hardware finish — white, black, brass, satin nickel, oil-rubbed bronze. This is a small detail that clients care about, especially on casement windows where the crank handle is visible.
• Color — interior and exterior colors can differ. A white interior with a bronze or black exterior is common. Color options vary by manufacturer and frame material. Vinyl is the most limited; fiberglass and clad wood offer the widest exterior color range.
• Tempered glass requirements — building codes require tempered (safety) glass in specific locations: within 24 inches of a door, within 18 inches of the floor, in bathrooms, in stairways and landings, and in any location where someone could fall into the glass. Your intake should identify which windows in the home fall into these categories, because tempered glass adds cost and must be specified at order time.

Measurement and fit: insert vs. full-frame implications

Every window opening in a house is slightly different. Even in tract housing where every window was the same nominal size, settling, framing variations, and decades of moisture exposure mean that no two openings measure exactly the same. Your intake should document the measurement approach and the fit considerations:

• Insert vs. full-frame decision per opening — this is not always a whole-house decision. You might do insert replacement on 18 windows that have sound frames and full-frame on the four that have rot. The intake should allow for a per-opening or per-group designation.
• Rough opening size — the structural opening in the framing, before any jambs or casings. For full-frame replacement, this is the critical measurement. For insert, the measurement is taken inside the existing frame.
• Interior trim condition — will the existing interior casing work with the new window, or does it need to be replaced? Insert replacement usually preserves the existing trim. Full-frame replacement often requires new interior casing, which adds material and labor cost.
• Exterior trim and finish — brick mold (standard on new construction), J-channel (for vinyl siding), aluminum coil wrap (custom-bent to cover the gap between the new window and the existing exterior finish). The exterior finish approach affects both appearance and weatherproofing.
• Sill condition — the sill takes the most abuse from weather. A sill that looks solid from the inside may have rot underneath that is only visible from the exterior or by probing with an awl. If the sill is compromised, insert replacement is not appropriate — the new window is sitting on a failing surface.

Energy efficiency: codes, rebates, and tax credits

Energy performance is not just a selling point — it is a code requirement, a rebate qualification, and a federal tax credit opportunity. Your intake should capture the information needed to guide the client toward the right performance level and help them take advantage of available incentives:

• ENERGY STAR climate zone — the U.S. is divided into four zones (Northern, North-Central, South-Central, Southern), each with different U-factor and SHGC requirements for ENERGY STAR certification. A window that qualifies in the Southern zone may not qualify in the Northern zone. Your intake should identify the zone based on the property location.
• Utility rebate programs — many utilities offer rebates for ENERGY STAR-qualified window replacement. These programs change frequently, have specific documentation requirements, and sometimes require pre-approval before installation. Identifying available rebates at intake gives your client a financial incentive and gives you a competitive advantage over installers who do not mention them.
• Federal tax credit — Section 25C — ENERGY STAR Most Efficient windows qualify for a federal tax credit. The credit amount, annual cap, and qualifying criteria are set by legislation and can change. Your intake should note whether the client is interested in pursuing the credit so you can ensure the specified products qualify and provide the manufacturer's certification statement needed for the tax filing.
• Condensation resistance and air infiltration — these are measurable performance metrics that manufacturers publish. Clients in humid climates or cold climates where interior condensation is a problem should be asked about their current condensation issues at intake so you can specify windows with appropriate condensation resistance ratings.
• Manufacturer warranty on glass seal failure — seal failure (fogging between panes) is the most common long-term issue with insulated glass units. Manufacturer warranties on seal integrity range from 20 years to lifetime. This is a comparison point between manufacturers and should be documented alongside the product specification.

Installation method and site logistics

The installation section of your intake addresses how the work will actually happen on site. Two houses with identical window orders can have completely different installation logistics:

• Exterior access — can every window be reached from ground level or a standard ladder? Second and third-floor windows may require scaffolding. Windows above a garage roof, over a porch, or above landscaping with mature plantings all present access challenges that affect labor time and equipment needs.
• Interior access — furniture that needs to be moved away from windows, window treatments that need to be removed, security system contacts on window frames that need to be disconnected and reconnected. The homeowner should be told at intake what interior preparation is expected before the crew arrives.
• Phasing — one room at a time vs. whole house — during installation, each opening is temporarily exposed to the weather. In mild weather, a crew can have multiple openings out simultaneously. In winter or during rain, you work one opening at a time to minimize exposure. The client's tolerance for disruption and the season of installation both factor into the phasing plan.
• Lead paint — pre-1978 homes — this is a regulatory and liability issue, not optional. The EPA RRP (Renovation, Repair, and Painting) Rule requires that any work disturbing lead-based paint in pre-1978 homes be performed by an EPA-certified renovator using lead-safe work practices. This includes window replacement, which always disturbs painted surfaces. Your intake must determine the age of the home and, if pre-1978, whether lead paint testing has been performed. RRP compliance adds cost, time, and documentation requirements. Failing to follow the rule carries fines up to $37,500 per day per violation.

Pricing structure: what drives the number

Window replacement pricing varies enormously — a standard vinyl double-hung insert replacement might run $400 to $800 installed, while a custom bay window with clad wood frames and triple-pane glass can exceed $5,000. Your intake should establish the pricing framework so the client understands what they are paying for:

• Per-window pricing vs. project pricing — most companies quote per window with adjustments for size, type, and options. Some offer project pricing for whole-house replacements. Your intake should indicate which approach you use and capture enough detail to generate an accurate quote.
• Insert vs. full-frame cost differential — full-frame replacement typically costs 30% to 50% more than insert because of the additional labor, trim work, and potential for discovering hidden issues once the old frame is removed. If some openings need full-frame and others can be insert, the intake should allow for mixed pricing.
• Trim and casing — included or additional — does your standard price include interior casing and exterior trim, or are those line items? This is a common source of sticker shock when the client assumed trim was included and the invoice shows it as an add-on.
• Old window disposal — haul-away and disposal of old windows. Some companies include it; others charge per window. Old windows with lead paint require special disposal under RRP rules.
• Permit fees — many jurisdictions require permits for window replacement, especially full-frame work or any project that changes the size or location of an opening. Permit fees vary by municipality. Your intake should note whether permits are required and who pays for them.
• Lead paint surcharge — RRP compliance adds real cost: containment materials, HEPA vacuuming, clearance testing, and additional labor time. If the home is pre-1978, this surcharge should be identified at intake, not discovered during the estimate.
• Financing options — whole-house window replacement is a significant expense, often $8,000 to $25,000 or more. Many window companies offer financing through third-party providers. If you offer financing, the intake is where you introduce it and capture the client's interest level so a financing application can be prepared alongside the estimate.

Warranty: manufacturer, installation, and what voids coverage

Windows are a long-term investment, and clients expect long-term protection. Your intake should document the warranty structure clearly so there are no misunderstandings years down the road when a seal fails or a sash will not open:

• Manufacturer glass seal warranty — this covers fogging between the panes caused by seal failure. Coverage ranges from 20 years to lifetime depending on the manufacturer. Some warranties are prorated; others cover full replacement for the entire term.
• Manufacturer frame warranty — covers defects in the frame material — warping, discoloration, cracking. Vinyl frames typically carry lifetime warranties. Wood frames have shorter warranty periods and often exclude rot caused by improper maintenance.
• Installation warranty — this is your company's warranty on the installation work — leaks, drafts, operational problems caused by improper installation. Typical coverage is one to five years. Some companies offer lifetime installation warranties as a competitive differentiator.
• Transferability — is the warranty transferable to a new homeowner if the property is sold? Transferable warranties add resale value. Non-transferable warranties expire with the original purchaser. Your intake should note which warranties transfer and what the process is.
• What voids the warranty — improper maintenance (failure to clean weep holes, failure to treat wood frames), unauthorized modifications (adding aftermarket tinting, altering hardware), damage from remodeling work performed by others, and failure to follow the manufacturer's care instructions. Documenting these exclusions at intake protects your business from warranty claims that result from the homeowner's actions, not your installation.

The intake sets the scope — and protects the margin

Window installation is a trade where the gap between a smooth, profitable job and a chaotic, money-losing job often comes down to what was documented before the first measurement. A client who understands the difference between insert and full-frame replacement at intake will not be surprised by a higher price when rot is discovered. A crew that knows the home is pre-1978 will arrive with RRP containment materials instead of making a second trip. A specification sheet that includes tempered glass requirements by location will not produce a code violation at inspection.

Every field on the intake form exists because someone, somewhere, did a window job without that information and paid for it in callbacks, change orders, or warranty claims. If you are building documentation across multiple trades, the Trade Services Bundle includes window installation alongside 51 other service categories, each with trade-specific intake fields. For related projects, see our guides on home remodeling intake forms and insulation intake forms — trades that frequently overlap with window replacement work.