HVAC Intake Forms & Client Questionnaires

When the phone rings in July and the homeowner says "my AC isn't working," the next sixty seconds of questions determine whether you send a tech with a refrigerant gauge or one with a complete diagnostic kit. Is it a split system or a packaged unit? Gas furnace or heat pump? How old is the equipment? Is it under warranty? When was the last filter change? The difference between a $150 capacitor swap and a $6,000 system replacement starts with what you capture at intake — and most HVAC companies are still scribbling this on the back of a work order.

The HVAC intake form is built for how HVAC businesses actually operate. It captures equipment type — split system, packaged unit, heat pump, ductless mini-split, boiler, furnace, geothermal — along with fuel type (gas, electric, oil, propane), tonnage or BTU capacity, manufacturer and model number, system age, and warranty status. It records the specific complaint: no heat, no cooling, weak airflow, strange noises, short cycling, high utility bills, refrigerant leak, ice on coils, thermostat issues, or odors from the vents.

Why Generic Service Forms Fall Short

A general contractor intake form asks for the job address and a description of work. That is useless for HVAC. Your dispatcher needs to know the thermostat type (programmable, smart, manual), ductwork condition, filter size and last replacement date, whether the system has a humidifier or UV light, and whether there are zoning dampers. Your tech needs to know if the unit is on the roof, in a crawl space, in an attic with limited access, or in a mechanical closet behind a finished wall. None of that shows up on a generic form, and every missing detail means a callback or a second trip to the supply house.

The intake form is your internal office document — your CSR or dispatcher fills it out when the customer calls. The companion client questionnaire is what you email to the customer before the appointment. It asks the homeowner to locate the equipment, note the model number from the nameplate, describe the problem in their own words, and confirm access details like gate codes, pet situations, and preferred contact method. Sending this before the visit means your tech shows up prepared instead of spending the first twenty minutes figuring out basic information.

Seasonal Volume and Maintenance Tracking

HVAC is one of the most seasonal trades. When summer hits and your call volume triples, a structured intake form is the difference between organized dispatching and chaos. The form includes fields for maintenance agreement status, last service date, and whether this is an existing customer or a new lead. For new installations, it captures permit requirements, load calculation needs, equipment preferences, and financing interest — information your sales team needs before the site visit, not after.

Pricing

Each form is $12.99 for the complete set (intake + questionnaire), $9.99 for intake only, or $6.99 for questionnaire only. All PDFs are fillable in Adobe Reader and password-protected against editing.