Free Field Forms
The forms we carry to every job. Fillable on a phone or tablet, or print them and use a pencil. Free to download, free to copy, free to hand to a volunteer crew. No signup.
Field Forms — All Eight
Every one opens as a fillable PDF — type into it, or print it blank.
Stone Condition Survey
One marker, one sheet. Material, dimensions, carving condition, overall rating, inscription, and the photographs you should be taking. Field categories follow NCPTT survey practice, so what you record will satisfy a grant reviewer.
Download the fillable PDF →
Permission Request Letter
A letter to the town office, cemetery association or family naming the stones, the dates, the exact products, and your insurance. Signature block at the bottom for the owner.
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Cleaning Log
Date, weather, products, method — and results recorded at same-day, 30 days, 90 days and one year. Biocides keep working for months; this is how you prove it worked.
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Volunteer Day Checklist
Everything that has to happen before a group of willing people touches old stone. Includes the safety briefing to read out loud and the end-of-day close-out.
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Repair Record
Condition before, work performed, adhesive and batch number, cure conditions, and a reversibility note. Required by most grant programs and useful to whoever comes after you.
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Project Estimate Worksheet
For committees pricing a restoration before they ask for money. Stone counts by condition tier, labor, volunteer match value, materials, contingency, and phasing.
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Business Launch Checklist
For anyone starting a stone-care practice of their own — entity, insurance, forms, equipment, training, and where the first clients actually come from.
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Cemetery Mapping Form
Row-and-plot layout, stone by stone, with space for GPS coordinates and condition notes. Turns a walk through a cemetery into a record.
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Business Forms — Twenty-One More
From The Gravestone Guardian’s Business Manual, our book on starting and running a cemetery preservation practice. Full-size printable PDFs on letter paper — print them and fill them in by hand.
Service Agreement
A plain-language agreement covering site, permission, scope, exclusions, price, weather, changes and photographs.
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Change Order
Records any change to scope or price, signed by both sides before the extra work starts.
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Volunteer Release and Safety Acknowledgment
Release and safety acknowledgment for every volunteer who joins a work day.
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Business Launch Checklist
Every step from first idea to first paying job, in order, with chapter references.
Download the printable PDF →
State-by-State Starting Points
Where to form an LLC in all 50 states and DC, with blank columns for fees, deadlines and your preservation office.
Download the printable PDF →
Startup Budget Worksheet
What you will spend before the first paid job, estimated against actual.
Download the printable PDF →
Hourly Cost and Pricing Worksheet
Work out your real hourly cost, the least you can charge and still meet your goals.
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Market Survey Tally
One line per burying ground: owner, size, condition and signs of care in your working area.
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Site-Walk Record
Access, hazards and stone-by-stone notes taken on the walk with the customer.
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Estimate and Proposal
A clean, itemized estimate the customer signs to accept.
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Permission Letter
Written permission from the person or body who controls the burying ground.
Download the printable PDF →
Job-Day Checklist
The evening-before, on-arrival and before-leaving checks for every job.
Download the printable PDF →
Client Report Outline
The structure for a short, complete report the customer will keep.
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Maintenance Agreement
A one-year care agreement for named stones at a fixed yearly fee.
Download the printable PDF →
Marketing and Outreach Calendar
Plan a year of talks, notes and outreach, month by month.
Download the printable PDF →
Grant Tracking Calendar
Track every grant your customers are chasing, and what you owe them by when.
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Job Cost Record
Estimated against actual hours and costs on every job, to sharpen your next price.
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Mileage Log
A trip-by-trip business mileage record for your accountant.
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Customer Contact Log
Every call, email and next step, so no lead goes cold.
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Stone Photograph Log
Match every before and after photograph to its stone.
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Annual Price Review
The winter review before your new price sheet goes out.
Download the printable PDF →
The agreements and releases are starting points. Have an attorney in your state look them over before you rely on them.
Where These Came From
The condition survey follows the categories in the NCPTT Cemetery Survey Form, published by the National Center for Preservation Technology and Training — part of the National Park Service. As a work of the United States government it is in the public domain, which is exactly why we built on it: the vocabulary is already the one preservation professionals and grant reviewers use.
Everything else here is ours, written from our own field practice. All of it is free to copy, adapt, and put your own organization's name on.
Bought the books? Every field form is printed in the appendices of The Gravestone Guardian’s Manual, and every business form in the appendices of The Gravestone Guardian’s Business Manual.
Not Sure What You Are Looking At?
Photograph the stone first. The free assessment identifies the material and condition, which makes filling in the survey a great deal faster.