Tree Service Intake Forms & Client Questionnaires

Service Type, Tree Inventory, and Hazard Assessment

Tree work ranges from routine pruning to emergency storm-damage response, and the intake process needs to distinguish between them immediately because they drive completely different equipment, crew, and pricing decisions. A structured tree service intake form starts by identifying the service type: removal (full takedown), trimming and pruning (crown reduction, deadwood removal, canopy thinning, clearance from structures), stump grinding (depth below grade, root flare removal), lot clearing for construction or landscaping, emergency storm damage (leaning trees, hung-up limbs, trees on structures), and health assessment by a certified arborist. For each tree, the form captures species if known (oak, maple, ash, pine, willow — species affects wood density, brittleness, and root behavior), approximate diameter at breast height (DBH), estimated height, canopy spread, and current condition. A 12-inch DBH red oak in good health that needs crown thinning is a half-day job with a climber. A 36-inch dead ash leaning toward a house is a crane removal with traffic control and a two-day timeline.

Location, Access, and Proximity to Structures

Where a tree sits on the property determines half the cost of removing or trimming it. The intake documents proximity to structures (house, garage, shed, pool, deck), distance from power lines and utility poles, closeness to property-line fences, and whether the tree overhangs a neighboring property. Trees within one tree-length of a structure generally require sectional removal — climbing and rigging pieces down with ropes rather than felling — which takes significantly more time and skill than dropping a tree in an open field. Access for equipment is critical: can a bucket truck or crane reach the tree, or is it in a backyard behind a fence with no gate wider than 36 inches? Is the terrain flat or sloped? Will equipment damage the lawn, and does the client care? The tree service client questionnaire captures whether the client's property is on a slope or hillside, whether there are underground utilities (call 811), septic systems, irrigation lines, or invisible fence wire in the work area, and whether the driveway can support the weight of a loaded chip truck. These details prevent the crew from showing up with equipment they cannot stage.

Permits, Property Lines, and Municipal Tree Ordinances

Tree removal is regulated far more than most homeowners realize. Many municipalities require permits for removing trees above a certain diameter (commonly 6 or 8 inches DBH), and heritage or specimen trees may be protected regardless of size. Some towns require a 1-for-1 replacement planting or a fee-in-lieu. The intake asks whether the client has checked with their municipality, whether any trees are protected or designated as heritage trees, and whether the property is in an HOA that has its own tree-removal rules. Boundary trees — trees whose trunks straddle a property line — are jointly owned and cannot be removed without the neighbor's consent in most jurisdictions. The homeowner who wants 15 trees removed for a pool installation but three of them are on or near the property line needs to understand this before work begins, not after the neighbor calls the police. Utility company involvement adds another layer: trees growing into power lines are often the utility's responsibility, and some utilities will trim for free, but the homeowner has to request it and wait. The intake flags these situations so the estimator can advise correctly during the walkthrough.

Debris, Stump Grinding, and What Stays Behind

After a tree comes down, the client's expectations about cleanup and debris disposal need to be documented clearly. The intake captures whether the client wants all debris hauled away, whether they want wood cut into firewood-length rounds and stacked, whether they want wood chips left on-site for garden use or hauled off, and whether stump grinding is included or a separate line item. Stump grinding depth matters: surface grinding (2-4 inches below grade) is sufficient for lawn restoration, but if the client plans to replant a tree or build over the location, grinding 12-18 inches deep with root flare removal is necessary. The form also asks about root system concerns — surface roots lifting sidewalks, roots invading sewer lines (common with willows, silver maples, and poplars), and roots cracking foundations. Root pruning or root barrier installation may be the right answer instead of full removal. For lot-clearing projects, the intake scales up: number of trees, total acreage, whether the client wants the lot graded after clearing, and whether any trees should be preserved (flagged with ribbon before work begins). The landscaping intake form is a natural follow-up for clients who are removing trees as part of a broader yard redesign.

Emergency Storm Damage and Insurance Documentation

Storm-damage calls account for a significant portion of tree service revenue, and they require a different intake workflow than planned removals. The homeowner calling at 6 AM because a 60-foot oak is leaning on their roof needs immediate triage: is the tree on a structure, is anyone in danger, are power lines involved (call the utility first), and is the area accessible? The intake captures the emergency details — tree position relative to the structure, extent of visible damage, whether the roof is breached, whether there is a gas meter or propane tank nearby — and documents the scene for insurance purposes. Homeowners' insurance typically covers tree removal when a tree falls on a structure but often does not cover removal of a standing hazard tree, and the coverage limits for tree removal are frequently capped at $500-$1,000 per tree. Recording the situation with photos referenced in the intake creates documentation the client can submit with their claim. The pest control intake form is relevant for clients dealing with Emerald Ash Borer, spotted lanternfly, or other pest infestations that weaken trees to the point of hazard, and the fencing intake form pairs well when fallen trees have damaged fence lines.

The complete tree service intake form set is available for $12.99 as an instant-download fillable PDF. The intake form alone is $9.99 and the client questionnaire is $6.99. Built for tree service companies, arborists, and lot-clearing contractors who need to document every tree, every obstacle, and every client expectation before sending a crew.