When to use this
Use this source card when a resident or applicant asks whether power, water, gas, internet, trash, sewer, billing, or required utility transfer proof is complete before move-in, key pickup, inspection, portal approval, or lease start.
Human-review rule: utility setup is a source-record and resident-responsibility question. A property manager should verify lease terms, required utilities, provider instructions, account/start-date proof, common-area vs resident responsibility, billing status, and manager policy before confirming utility readiness or move-in clearance.
Copy/paste utility setup source card
| Field | What to verify | Example / options |
|---|---|---|
| Resident/applicant and unit | Name, unit, lease/application ID, approved communication channel, and move-in date. | [Name], [Unit], [Move-in date] |
| Utility category | Electric, gas, water, sewer, trash, internet, alarm, community billing, RUBS/shared billing, or owner-paid utility. | Electric account transfer required before keys. |
| Responsibility source | Lease, addendum, community policy, move-in checklist, utility-provider instruction, or manager exception. | Lease addendum says resident starts electric by lease start. |
| Proof received | Account number, confirmation email, service-start date, provider screenshot, portal upload, pending review, or not received. | Confirmation uploaded; account number hidden for privacy. |
| Start/transfer date | Effective date, future start, provider delay, outage, activation appointment, or mismatch with possession date. | Service starts tomorrow; keys requested today. |
| Billing or access impact | Whether utility status affects key release, inspection, heat/AC, elevator/gate access, appliance use, or move-in clearance. | Manager review needed before confirming clearance. |
| CRM labels | Labels future staff or AI tools must see before replying. | utility_proof_pending, move_in_clearance_review, provider_delay, manager_review_needed |
Resident-safe reply snippets
- Proof not verified yet: “Thanks for checking. I do not want to promise utility clearance until the required account/start-date proof has been reviewed against your move-in requirements.”
- Proof uploaded, review pending: “We can see that something was submitted, but utility setup must be reviewed before we confirm move-in clearance or key pickup.”
- Provider delay: “If the utility provider gives a later start date or appointment window, the office needs to review how that affects move-in timing before we confirm the next step.”
- Wrong utility/responsibility question: “Utility responsibility can vary by unit, lease, and service. We will verify the approved source record before giving account or billing instructions.”
STOP AUTOMATION guardrails
- STOP AUTOMATION if AI is about to say utilities are ready from a screenshot, uploaded file, or resident statement without source-record review.
- STOP AUTOMATION if lease terms, utility addendum, provider account, start date, billing responsibility, or move-in clearance is incomplete or ambiguous.
- STOP AUTOMATION if the reply would promise key release, possession, access codes, habitability conclusions, fee waivers, billing credits, legal conclusions, or provider action.
- STOP AUTOMATION if the question involves outage, heat/AC, gas/electric safety, accommodation, vulnerable resident, emergency access, or utility shutoff risk.
- STOP AUTOMATION if private account numbers, payment details, ID, lease status, or third-party resident information would be exposed.
AI prompt for internal review
You are helping a property-management team review a move-in utility setup question.
Use only verified source fields. Do not invent utility account status, service-start dates, billing responsibility, provider action, outage resolution, key release, move-in clearance, or fee/legal conclusions.
Resident/applicant and unit: [paste]
Lease/application ID and move-in date: [paste]
Utility category and provider: [paste]
Responsibility source: [paste]
Proof received and review status: [paste]
Service-start / transfer date: [paste]
Billing/access/key-release impact: [paste]
CRM labels/history: [paste]
Return:
1. Safe one-sentence acknowledgement.
2. Missing source checks before confirming utility readiness.
3. Whether this is cleared, not cleared, or needs manager review.
4. Privacy, safety, billing, or lease-sensitive concerns.
5. STOP AUTOMATION triggers and manager/legal/compliance review notes.Use this inside a larger resident-response system
This checklist is a free companion resource from Horizon Flow. The paid Local Lead Rescue System expands this source-card pattern into missed-call, resident-message, maintenance, leasing, and CRM handoff templates with human-review guardrails.
Start with the free missed-lead checklist or browse the Horizon Flow resource hub.