Window measure appointment checklist
Prepare the visit, record sizes and conditions, confirm the order and schedule the install.
For window and door companies, the final measure is the appointment that protects the order. A mistake at measure becomes a remade window and a long wait for the customer. A careful measure appointment, with a consistent form and clear handoff to ordering and installation, prevents most of those errors. This checklist is for residential window and door replacement companies.
1. Before the appointment
- Confirm the sold scope: which openings, product line, style, color, glass options and hardware.
- Review the sales notes and photos.
- Confirm the measure date and window with the homeowner.
- Tell the homeowner what you need: access to every opening inside and out, window treatments removed or raised, furniture moved away from openings, and pets secured.
2. Bring the right tools and form
- Use a standard measure form with every opening numbered and its location named, such as Kitchen over sink.
- Use the measurement method and deductions your product manufacturer specifies for the installation type.
- Have tools for checking square and level.
3. Record each opening
For each opening, record:
- Location and opening number, matching the order.
- Width and height measured at the points your manufacturer requires, recording the smallest where specified.
- Square and level checks.
- Installation type: insert or full-frame replacement, new construction, or other.
- Existing frame material and condition.
- Interior and exterior trim, and what will be reused or replaced.
- Obstructions: alarm sensors, blinds hardware, nearby outlets, plants or decks outside.
- Egress requirements for bedrooms. Follow your local building code for replacement windows in sleeping rooms.
- Safety glazing requirements, such as near doors, tubs or floors, per local code.
- Photos inside and out.
4. Record conditions that change the job
- Rot, water damage or insect damage in the frame or sill.
- Lead-based paint concerns in homes built before 1978. Follow the EPA Renovation, Repair and Painting rule for work that disturbs painted surfaces in those homes.
- Access issues: second-story windows, ladders, or lifts needed.
- Anything the sale did not price.
Explain each issue to the homeowner and tell them it will be quoted if it changes scope.
5. Confirm with the homeowner before leaving
- Walk the openings list and confirm the product, style, color, grids and hardware for each.
- Confirm which side operates, for sliders and casements.
- Get the homeowner's sign-off on the measure form or order confirmation according to your process.
6. Handoff to ordering
- Submit the measure form and photos the same day.
- Ordering checks each opening against the measure and the manufacturer's sizing rules.
- Questions go back to the measurer the same day, not to the homeowner.
- Record the order date, the order confirmation, and the expected delivery date.
7. Change orders
- If the measure adds scope, such as frame repair or trim replacement, send a written change with the price and schedule impact.
- Get approval before ordering.
8. Schedule installation
- Schedule installation only after the product delivery date is confirmed.
- Inspect products on delivery for damage and against the order.
- Plan crew size and duration by the number and type of openings.
- Send the homeowner the install date, arrival window and what to prepare.
9. Install day
- Crew lead walks the job with the homeowner.
- Confirm each window matches its opening number.
- Follow the manufacturer's installation instructions, which can affect the warranty.
- Photograph each finished opening.
- Walk the finished job with the homeowner, and record any punch items.
10. Close the job
- Final invoice.
- Warranty registration and documents for the homeowner.
- Thank-you and review request.
- Service request process for later issues.
11. Review remakes monthly
- How many units were remade, and why?
- Was the cause at measure, ordering, manufacturing or delivery?
- Update the form or training based on the causes.
12. Service calls after installation
- Give each homeowner one way to request service, such as a sticking sash or a broken seal.
- Record the opening number and the order details with each request.
- Check whether the issue is covered by the manufacturer's warranty, and follow its claim process.
- Schedule the service visit with the right parts, and confirm when the issue is resolved.
Where software fits
A complete measure record, with photos and confirmed options, gives ordering and installation what they need. Monaxion is window and door CRM, scheduling and dispatch software that keeps measure notes and photos with the job, tracks orders and install dates, and prepares homeowner messages your team approves before sending. Book a demo to set up your measure process in it.
Published 2026-10-31 · General guidance only; follow the codes, labels and rules that apply where you work.
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