Pool & Spa Service Intake Forms & Client Questionnaires

Every pool is different, and the information you need before a technician shows up determines whether the visit takes forty-five minutes or three hours. An in-ground gunite pool with a variable-speed pump, salt chlorine generator, and automated chemical controller is a fundamentally different service call than an above-ground pool with a single-speed pump and manual chlorine dosing. Without capturing pool type, construction material, equipment make and model, and sanitization system upfront, your tech arrives blind — guessing at filter sizes, bringing the wrong O-rings, and wasting the homeowner’s time while they call the office for details that should have been on the intake form.

The Pool & Spa Service intake form captures the specific details your field technicians need. Pool construction type (gunite, fiberglass, vinyl liner, above-ground), dimensions and approximate gallonage, deck material and coping condition, and whether the pool has an attached spa, water features, or an overflow edge. Equipment inventory covers the pump (single-speed, dual-speed, variable-speed), filter type (sand, DE, cartridge) with model number and last cleaning date, heater type (gas, heat pump, solar), and automation system brand (Pentair, Hayward, Jandy). The form also captures chemical balance history — last known readings for free chlorine, pH, alkalinity, calcium hardness, CYA, and salt level if applicable.

Safety compliance is not optional. The form documents existing barrier protection — fencing type and gate hardware, pool covers (manual or automatic), drain covers (VGB-compliant or not), and alarm systems. For service companies, knowing whether the property meets current safety code before the first visit matters for both liability and for identifying upsell opportunities. The form also captures access details: gate codes, lock combinations, dog in yard, and preferred service day and time window.

Why Pool Service Needs Its Own Intake Form

A generic home services form asks for a property address and a description of the problem. That tells you nothing about the equipment you will be servicing. Pool and spa work is equipment-intensive — filter cartridge part numbers, pump impeller sizes, heater BTU ratings, and salt cell model numbers all matter for parts ordering. You also need to know the sanitization method (traditional chlorine, saltwater, ozone, UV, mineral system) because it changes your chemical treatment protocol entirely. A salt pool running at 3,200 ppm with a T-15 cell needs different service than a chlorine pool with a Stenner pump feeding liquid bleach from a 15-gallon tank.

Leak detection and renovation work require even more detail. If the client is calling about water loss, you need to know the estimated gallons lost per day, whether the loss occurs with the pump running or off (to distinguish plumbing leaks from shell leaks), and when the loss was first noticed. For resurfacing or replastering, the form captures current surface material, approximate age, visible staining or delamination, and whether the client wants a standard plaster finish or an upgrade to pebble, quartz, or tile.

Intake Form vs. Client Questionnaire

The intake form is your internal office document. Your dispatcher or service coordinator fills it out during the initial phone call or site survey, recording equipment serial numbers, property access instructions, and service history. The companion client questionnaire is what you send to the homeowner before the first visit. It asks them to describe their concerns in plain language — green water, cloudy water, pump noise, heater not firing, cracks in the deck — and captures their service preferences, budget range, and authorization for recurring service visits. The questionnaire includes a signature block for service agreement acknowledgment.

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.

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