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New-Client Welcome & Service Details Sheet Template — Free PDF & Editable Download

When a client accepts your estimate, the agreement usually lives in a text thread and two memories. This sheet fixes that: one written record of the service agreed — what is included, what is not, how you get in, what you bring, how you communicate and what it costs — handed to the client at sign-up and kept with their file. Marketplace versions of this document are paid design files with no guidance attached; this one is free, printable, editable, and sits at the head of the FormNest chain, feeding the intake, estimate and work order that follow.

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Free for your own business use — please don't redistribute or resell the files.

The template — full preview

[Your Business Name]

[phone] · [email] · [address]

New-Client Welcome & Service Details Sheet

For cleaning businesses — the written record of the agreed service, handed to the client at sign-up. An operational summary, not a contract.

Document details

Client reference no.:

Date prepared:

1 · Welcome & client details

Client full name:

Service address:

City, state, ZIP:

Primary phone:

Email:

Emergency / alternate contact (optional):

2 · Agreed cleaning service — service type

☐ First deep clean

☐ Standard recurring

☐ Move-in

☐ Move-out

☐ Other

Property type

☐ House

☐ Apartment

☐ Condo

☐ Other

Bedrooms:

Bathrooms:

Approximate property size (sq ft):

First service date:

Usual service day:

Visit frequency

☐ Weekly

☐ Every 2 weeks

☐ Every 4 weeks

☐ One-time

Estimated visit duration:

Assigned cleaner / team:

3 · Services included

☐ Kitchen cleaning and exterior appliance wiping

☐ Bathroom cleaning and sanitizing

☐ Bedroom dusting and surface cleaning

☐ Living-area dusting and tidying of accessible surfaces

☐ Vacuuming carpets and rugs

☐ Sweeping and mopping suitable hard floors

☐ Emptying ordinary household trash

☐ Cleaning accessible, reachable surfaces

☐ Other agreed services (note below)

4 · Services not included unless separately agreed

☐ Inside ovens

☐ Inside refrigerators

☐ Interior windows

☐ Inside cabinets and drawers

☐ Laundry and ironing

☐ Wall washing or extensive wall spot-cleaning

☐ Heavy furniture moving

☐ Exterior cleaning

☐ Mold remediation or hazardous-material cleanup

☐ Other (note below)

Additional services must be discussed and priced before the work is performed.

5 · Access arrangements — access method

☐ Client present

☐ Key

☐ Lockbox

☐ Door code

☐ Other

Entry instructions:

Key / lockbox reference (no full security code):

Alarm instructions (optional):

Parking instructions:

Pets & relevant instructions:

Areas that must remain locked or unopened:

6 · Supplies & equipment — cleaning products supplied by

☐ Business

☐ Client

☐ Mixed

Equipment supplied by

☐ Business

☐ Client

☐ Mixed

Client-requested products or brands:

Products or surfaces to avoid:

Allergy or fragrance preferences:

Special floor, countertop or appliance-care instructions:

7 · Communication & scheduling — preferred communication

☐ Text

☐ Email

☐ Phone

Contact number / email for appointment messages:

Appointment reminders

☐ Yes

☐ No

To request a schedule change, contact the business as early as you can — at least 24 hours before the appointment where possible — and the new arrangement will be confirmed. Report a missed or incomplete task by text or email as soon as you notice it, so it can be put right at the next visit or sooner.

Preferred notice for cancellations:

8 · Payment basics

First deep-clean price ($):

Recurring service price ($):

Recurring frequency

☐ Weekly

☐ Every 2 weeks

☐ Every 4 weeks

Accepted payment methods

☐ Cash

☐ Card

☐ Bank transfer

☐ Check

☐ Other

Payment due

☐ At completion

☐ Within agreed number of days

☐ Other

Invoice delivery

☐ Email

☐ Printed

☐ Other

Tax, if applicable ($):

9 · Additional instructions

10 · Acknowledgement of receipt

I acknowledge that I have received this service details sheet and had the opportunity to review the arrangements recorded above. This sheet is an operational summary for reference. It is not a legal contract and does not replace any separately agreed terms.

Client name:

Client acknowledgement signature:

Date:

Prepared by:

Date:

Free template from FormNest (formnest.pages.dev) — free for your own business use; please do not redistribute or resell.

See it filled in — a worked example

Example details only — a fictional client, shown so you can see exactly what a completed sheet looks like. BrightPath Home Cleaning (the illustrative business used across this collection) has just had its estimate accepted by Dana Miller: a $310 first deep clean, then $145 every 2 weeks.

New-Client Welcome & Service Details — BrightPath Home Cleaning
Client reference	BP-026 · Prepared November 8, 2026
Client	Dana Miller, 1847 Willow Creek Drive, Springfield, IL 62704 · (217) 555-0148 · dana.miller@example.com · Alternate contact: not provided
Agreed service	First deep clean, followed by recurring maintenance · House, 3 bedrooms, 2 bathrooms, approx. 1,850 sq. ft. · First visit November 10, 2026 · Regular day Tuesday, every 2 weeks · First visit approx. 6.5 hours, recurring approx. 3 hours · Cleaner: Emily Carter
Included	Kitchen surfaces and exterior appliances, bathroom cleaning, bedroom dusting, accessible living-area surfaces, vacuuming, sweeping, mopping, ordinary trash removal
Not included	Inside oven and inside fridge are not part of standard recurring cleaning — both are included as separately priced add-ons for the first deep clean. Interior windows, laundry, wall washing and heavy furniture moving are excluded.
Access	Client provides a key (reference BP-026-K1) · Front door · No alarm · Park in the driveway · One indoor cat — keep the front door closed · Do not open the locked basement storage room
Supplies	Products and equipment supplied by BrightPath · Unscented bathroom products where practical · No abrasive cleaners on the kitchen countertops · Soft cloth on the stainless-steel refrigerator
Communication	Text preferred · Reminders the day before · Changes by text at least 24 hours ahead where possible · Concerns by text or email
Payment	First deep clean $310 · Recurring $145 every 2 weeks · Card or bank transfer · Due at completion · Invoice by email · Tax shown as $0 in this illustrative example — confirm your local treatment
Additional instructions	Clean the kitchen thoroughly, including the exterior of the refrigerator and range. Do not enter the locked basement storage room.
Acknowledgement	Signed Dana Miller (illustrative), November 8, 2026 · Prepared by Sarah Johnson, November 8, 2026

Notice what the sheet settles before the first visit: the key has a reference (not a code), the cat and the locked room are written down, and the two priced add-ons are named — the three things that most often go wrong on visit one.

What's included

Document details
1 · Welcome & client details
2 · Agreed cleaning service — service type
Property type
Visit frequency
3 · Services included
4 · Services not included unless separately agreed
5 · Access arrangements — access method
6 · Supplies & equipment — cleaning products supplied by
Equipment supplied by
7 · Communication & scheduling — preferred communication
Appointment reminders
8 · Payment basics
Recurring frequency
Accepted payment methods
Payment due
Invoice delivery
9 · Additional instructions
10 · Acknowledgement of receipt

Who should use it

Residential cleaning businesses onboarding a new client
Independent cleaners who want the agreement in writing, not in a chat thread
Small cleaning teams whose cleaners were not on the sales call and need the arrangements spelled out

How to use it

Complete it from the accepted estimate and the client intake information — the three documents should agree with each other.
Confirm access, supplies and exclusions before the first visit, not during it.
Give the client their copy and keep yours with the client's file.
If arrangements change (new pet, new access method, different frequency), issue an updated sheet rather than editing history.

Printing & customization

Prints on US Letter or A4 across three pages. Customize the business header, checkboxes and payment methods in the editable version, and save it as your master before the first client completes it.

This sheet is not a contract

The welcome sheet records operational arrangements — service, access, supplies, communication, price. It is not a legal contract or service agreement, and it does not replace any terms you separately agree with a client. That separation is deliberate: this is the document a client actually reads, so it stays plain, specific and honest.

Simple usage licence

Free for your own business use — print it, fill it, edit the editable version and save it as your master. Please don't redistribute, resell or re-upload the files themselves; link to this page instead.

Frequently asked questions

Is this a cleaning contract?

No. It is a practical record of the service details you and the client agreed — what is included, how access works, what it costs. It does not replace any separately agreed terms, and it is deliberately written as an operational summary rather than a legal document.

Should I list services that are excluded?

Yes — clearly recording exclusions is half the sheet's value. Most 'that should have been included' disputes are really unrecorded assumptions; the not-included list, agreed at sign-up, prevents them.

Should I write alarm codes on this sheet?

No — avoid recording full security codes here. Note the access method and a key or lockbox reference, and keep full codes in a restricted-access record (the client key log in this collection is built for exactly that).