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Step one: define the site and the tasks
Start with what the crew must know before pricing. Ask for the address, approximate lot size or number of spaces, surface type, and which tasks are wanted: restriping, crack filling, pothole patching, sealcoating, sweeping, signage or wheel stops. Add a field for access constraints such as gated entry, tenant hours or snow piles. Worked example: a ninety-space dental office lot lists faded stalls, two potholes near the entrance and a request to finish before a Monday opening. That single entry already tells the estimator what to bring, how long to allocate and which work may need curing time.
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Step two: collect photos and set frequency
Request three to five photos: a wide view of the lot, the worst damage, existing markings and the entrance. Photos let a crew sort simple jobs from those needing a visit. Then ask whether this is a one-time repair or recurring care, such as quarterly sweeping or annual restriping. Continuing the example, the dental office owner uploads images showing alligator cracking near the dumpster and chooses annual striping with a spring inspection. The form should explain that photos support a preliminary range only, and that final pricing may change after an on-site measurement or a review of drainage and base conditions.
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Step three: confirm, respond and follow up
Finish with a short confirmation that restates the submitted scope in plain words, lists who will respond and gives a realistic response window the business can actually meet. Include a contact preference field and an optional budget note. On the crew side, define a checklist: review photos, measure, write line items, send the estimate, and schedule a reminder if there is no reply. In the dental example, the owner gets a summary of striping, patching and drainage notes, then a written estimate with options. Keep the form short enough to finish on a phone, since many owners submit from the parking lot itself.