Use this before sending any AI-assisted resident update
STOP AUTOMATION: do not promise liability acceptance, medical advice, compensation, insurance coverage, repair completion, camera footage access, rent credit, policy findings, or legal conclusions until a property manager has checked the incident record, photos, witness notes, location, maintenance/vendor history, approved communication channel, and escalation policy.
- Do not tell the resident the property is responsible, not responsible, negligent, safe, unsafe, repaired, or cleared unless the approved source record says so.
- Do not guess injury severity, medical cause, treatment advice, claim eligibility, or insurance handling from a resident message or AI summary.
- Do not promise camera footage, witness names, fee credits, reimbursement, vendor timing, or legal/lease outcomes without manager/legal/insurance review.
Copy/paste incident source card
- Reporter / resident / location: resident or guest name, unit if applicable, exact location, date/time reported, date/time of incident if known, communication channel, and whether emergency services or medical care were mentioned.
- Safety and stop-rule notes: active hazard, wet floor, lighting, stair/handrail, snow/ice, trip edge, parking lot, pool/amenity, elevator, aggressive animal, blocked access, and whether the reply must be acknowledgement-only.
- Evidence and source record: photos requested/received, incident form status, witness/source notes, camera-footage request status, maintenance ticket history, vendor work order, inspection notes, and missing facts.
- Routing boundary: on-site manager, property manager, maintenance lead, risk/insurance contact, owner/asset manager, legal review if required, and who owns the next resident-safe update.
- Resident-safe wording owner: approved acknowledgement template, emergency/safety escalation path, follow-up due time, what can be said now, and what cannot be promised before review.
- CRM label:
resident_incident_report,slip_fall_source_needed,safety_hazard_review,risk_manager_review, orstop_automation_liability_claim.
Resident-safe snippets
Acknowledgement without overpromising
We have your incident report in the property record. Before we comment on cause, responsibility, insurance, repairs, credits, camera footage, or next steps, our team will review the source notes, photos, location details, hazard status, maintenance record, and approved escalation path.
Photos or report details still needed
To keep the incident record accurate, please send only the requested photos or details through the approved channel. If there is an active safety concern, avoid the area and use the emergency contact process listed for the property. We will review the record before sending a source-backed update.
Resident asks who is responsible
We do not want to guess about responsibility, liability, insurance, medical issues, reimbursement, or legal conclusions in a quick reply. We can document the report and route it for review, then follow up with source-backed information through the approved process.
AI audit prompt
Review this draft resident update about a slip, fall, injury, trip hazard, wet floor, lighting issue, broken stair, parking-lot hazard, camera-footage request, insurance question, reimbursement request, or repair-timing question. Flag invented claims about liability, safety status, medical advice, repairs, insurance, compensation, credits, blame, legal conclusions, or footage availability. Rewrite it as a source-backed acknowledgement with clear unknowns, manager/risk review, resident-safe wording, and STOP AUTOMATION guardrails.
Why it connects to Local Lead Rescue
Local Lead Rescue System packages intake, follow-up, CRM-label, and human-review patterns for local-service and property-management teams. This free worksheet is a safety-sensitive property-management example of the same source-card method: respond quickly, preserve trust, and keep risky claims out of automated drafts.
See Local Lead Rescue System Start with the free missed-lead checklist