Customer Project Intake Checklist
Customer Project Intake Checklist
Quick Summary
A customer project intake checklist helps construction companies gather the information needed before estimating, scheduling, or starting work. It creates a consistent process for documenting customer expectations, project requirements, site conditions, and key contacts. This checklist is useful for estimators, project managers, office managers, sales staff, and company owners.
When to Use This Checklist
- When a new customer contacts your company.
- Before preparing an estimate or proposal.
- Before conducting a site visit.
- When qualifying project opportunities.
- Before assigning project management resources.
- When collecting information for project planning.
Before You Start
- Create a project intake file or customer record.
- Identify who requested the project.
- Gather available project documents and information.
- Confirm the project location.
- Schedule a site visit if needed.
- Determine who will manage the intake process.
Safety Checks
- Ask about known site hazards or restricted areas.
- Identify occupied work areas and operational constraints.
- Confirm site access procedures and requirements.
- Document any special customer safety expectations.
- Identify work hours or operational restrictions affecting safety.
- Record emergency contact information when available.
Tools, Equipment, and Materials
- Project intake form.
- Customer contact information.
- Site address and location details.
- Project plans, drawings, or photos if available.
- Notes from customer meetings or calls.
- Company project qualification forms.
Customer Project Intake Checklist
- Record customer name and company information.
- Document primary customer contact details.
- Record project address and location information.
- Identify key decision-makers and stakeholders.
- Document the requested scope of work.
- Record customer goals and project priorities.
- Confirm expected project timeline.
- Identify preferred start and completion dates.
- Document site access instructions and restrictions.
- Determine whether drawings, plans, or specifications are available.
- Identify required site visits or inspections.
- Document communication preferences and expectations.
- Record any known project constraints or special requirements.
- Assign responsibility for estimating and follow-up activities.
- Schedule the next customer communication or site visit.
- Verify all intake information has been reviewed for accuracy.
Documentation Needed
- Customer contact records.
- Project intake forms and notes.
- Project plans, drawings, or photos.
- Site visit records.
- Customer communication logs.
- Project qualification and planning notes.
Common Mistakes to Avoid
- Starting an estimate without a clear scope of work.
- Failing to identify the primary decision-maker.
- Missing important site access information.
- Assuming customer expectations without documenting them.
- Not scheduling timely follow-up communication.
- Storing intake information in multiple disconnected locations.
End-of-Day / Final Review
- Customer contact information has been verified.
- Project scope and expectations have been documented.
- Site information and access details have been recorded.
- Required documents and notes have been saved.
- Follow-up actions have been assigned.
- The project opportunity is ready for estimating and planning.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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