Make the service clear
Separate regular office cleaning, one-off work and post-construction work. State the areas actually served.
Gather useful details
Ask for location, surface, type of work, access and frequency. The form should collect enough context for an estimate without becoming an obstacle.
Assign the request
Keep a shared reference, status, owner and next action. Notify the responsible person instead of copying messages across several tools.
Confirm after review
A fixed price or team availability must be verified. Start with internal reminders, stop follow-ups on reply, and make failures visible.