Copy/paste worksheet

Permit / inspection scheduling card

Job / customer: __________________________

Address / unit / access notes: __________________________

Approval type: permit filed / permit approved / inspection requested / inspection passed / HOA or landlord approval / utility shutoff / other: ________

Source of truth: permit portal link, city email, inspector note, HOA letter, customer document, or manager note: __________________________

Known deadline or window: __________________________

What is still missing: application number / photos / payment / signature / inspection slot / approval letter / corrected scope / other: ________

Owner: dispatcher / estimator / office manager / technician lead / business owner / property manager: ________

Next check date and time: __________________________

Customer update allowed? yes / no / needs owner review

Customer-safe update templates

1. Approval pending

Thanks for checking in. We are waiting on [permit / inspection / HOA / landlord / utility] approval before we can safely confirm the start window. Our next check is [date/time], and we will update you as soon as we have a verified status.

2. Missing customer document

To keep the job moving, we still need [specific document/photo/signature]. Once we receive it, we can update the permit/inspection file and confirm the next scheduling step.

3. Inspection requested, not confirmed

The inspection request has been submitted, but the inspection window is not confirmed yet. We will not promise a crew date until that window is verified.

4. Approval received, schedule review needed

Approval is now on file. Our scheduling team is checking crew availability and any material/site-access requirements before confirming the start time.

AI prompt for a safe dispatch update

You are helping a local-service business draft a customer update about permit/inspection scheduling.
Use only the verified facts below. Do not invent approval status, permit fees, city timelines, inspection windows, warranty coverage, job start dates, crew availability, or emergency priority.

Verified facts:
- Customer/job:
- Approval type:
- Current verified status:
- Source of truth:
- Missing item, if any:
- Next check date/time:
- Human owner:
- Channel allowed: SMS / email / phone / platform message

Draft a short customer-safe update. Include one next step and one honest timing boundary. If any required fact is missing, output: STOP AUTOMATION — NEEDS OWNER REVIEW.

STOP AUTOMATION guardrails

STOP AUTOMATION: approval status is unknown, contradicted, or only verbally reported.
NEEDS OWNER REVIEW: the message mentions permit fees, legal/code requirements, warranty, insurance, emergency priority, refund, cancellation, or schedule penalties.
Do not invent city, inspector, HOA, landlord, utility, or customer approval history.
Do not promise a job start date until approval status, site access, materials, and crew capacity are verified.
Use CRM labels such as PERMIT-HOLD, INSPECTION-REQUESTED, APPROVAL-RECEIVED, NEEDS-CUSTOMER-DOC, and OWNER-REVIEW.

Turn approval holds into safer follow-up

This free worksheet is a sample from Horizon Flow's practical lead-response systems. For more missed-lead, estimate, dispatch, and follow-up workflows, see Local Lead Rescue System.