Copy/paste templates
Photo request rules before you send anything
- Do not diagnose or quote from photos alone. Use photos to route, prepare, and ask better questions.
- Ask only for relevant photos. Do not request documents, faces, license plates, payment cards, or private personal details.
- Give one clear next step. Tell the customer what photos help and what happens after they send them.
- Keep accessibility in mind. If the customer cannot safely take photos, offer a phone call or appointment option.
Initial photo request text
Hi [Name] — thanks for reaching out to [Company]. To help us route this correctly, could you send 2–3 photos of [issue/area] when convenient? A wide shot and one closer photo usually help. We’ll review and let you know the best next step.Urgent but non-emergency version
Hi [Name] — we saw your note about [issue]. If it is safe to do so, please send one wide photo plus one close-up. If there is active danger, water, electrical risk, gas smell, or structural concern, please step away and contact the appropriate emergency/professional help first. Once we have the photo, we can route your request faster.Estimate-prep version
Thanks, [Name]. Before we schedule/estimate, photos can help us prepare the right questions. Could you send: 1) the full area, 2) a close-up of the issue, and 3) any access point or label/model number if relevant? We’ll still confirm details before quoting.Property-manager / tenant-safe version
Thanks for reporting this. If safe and allowed, please send a wide photo of the area and a close-up of the issue. Please avoid including people, personal documents, keys, access codes, or payment information. We’ll use the photos only to help triage the maintenance request.Gentle follow-up if no photo arrives
Hi [Name] — quick follow-up on the photos for [issue]. If taking photos is inconvenient or unsafe, no problem; reply “call me” and we can ask a few questions instead. If you can send them, a wide shot and close-up will help us prepare the next step.CRM labels to add
- Photo requested: customer has been asked for images.
- Photo received: images are available for human review.
- Needs phone triage: photos are missing, unclear, or unsafe to request.
- Ready for estimate review: photos plus basic scope details are present.
- Emergency / do not automate: risk needs immediate human handling.
AI summary prompt for received photos and notes
Do not ask AI to identify hazards or make final diagnoses from images. Use it to organize customer-provided notes and checklist items for a human reviewer.
You are helping a local service business summarize an inbound request for human review. Do not diagnose, quote, or claim certainty from photos. Use only the customer notes and staff observations provided.
Customer request: [paste request]
Photo notes from staff: [staff-written observations, not raw private details]
Business type: [plumbing, HVAC, cleaning, landscaping, property maintenance, etc.]
Create:
1. A concise job summary.
2. Missing questions to ask before scheduling or estimating.
3. Suggested CRM labels.
4. A safe reply draft that does not overpromise.
5. Stop conditions where a human must call instead of texting.How this fits the lead rescue workflow
Photo requests work best when they are part of a response system: reply fast, ask one useful next question, label the lead, then follow up if the customer goes quiet. Pair this page with the AI Lead Response Quickstart, the lead qualification questions, and the Lead Response ROI Mini-Calculator.
The Local Lead Rescue System expands this into scripts, worksheets, and follow-up workflows for missed calls, web forms, estimates, stale leads, and local-service handoffs.