Storm Damage Lead Intake Checklist for Local Service Businesses

Why this matters

Storm events compress a week of lead volume into a few hours. If intake is sloppy, teams lose high-intent leads, overpromise emergency response, miss safety flags, or create insurance and warranty misunderstandings. This card gives dispatchers, owners, and AI-assisted intake a fact-first path.

Marker: STORM-DAMAGE-LEAD-INTAKE-READY. Use it only when customer contact details, location, damage type, safety status, access limits, approved response wording, and follow-up owner are documented.

Copy/paste storm damage intake card

Customer / property name:
Best callback number and text permission:
Property address / service area:
Storm event or trigger: wind / hail / flood / freeze / power outage / tree impact / other
Damage reported in customer's words:
Photos/video received? yes / no / requested
Active safety concern? yes / no / unknown / emergency services needed
Water, electrical, gas, structural, mold, or access hazard? OWNER REVIEW
Tenant/property manager/insurance adjuster involved? name + contact + permission status
Current customer goal: emergency visit / estimate / temporary mitigation / documentation / referral / unsure
What we can truthfully confirm now:
What we cannot promise yet: arrival window / diagnosis / coverage / price / warranty / insurance outcome / emergency priority
Approved first reply:
CRM label: STORM-DAMAGE-LEAD-INTAKE-READY / STORM-SAFETY-REVIEW / STORM-PHOTO-NEEDED / STORM-OUT-OF-AREA / STORM-OWNER-REVIEW
Follow-up owner and due time:
STOP AUTOMATION if safety, insurance, diagnosis, price, warranty, emergency priority, or crew availability is unclear.

First reply when help is possible

Hi {customer_name}, we received your storm-damage request about {damage_summary} at {property_address}. Please send photos if safe, and avoid entering any area with electrical, structural, gas, or flooding risk. We are reviewing availability now and will confirm real next options before promising a time or diagnosis.

Photo request without unsafe pressure

If it is safe to do so, please send 2–4 photos from a distance: the affected area, the widest view, any visible water/impact, and the best access point. If taking photos would put you near water, electricity, unstable materials, or traffic, skip the photos and tell us that instead.

Owner review note

Storm lead review needed: customer {customer}, property {address}, reported damage {damage}, safety flags {safety_flags}, photos {photo_status}, tenant/insurance contacts {contacts}, requested timing {request}, available crew options {options}. Please approve next reply and whether this is emergency, estimate, mitigation, referral, or no-fit.

CRM labels

STORM-DAMAGE-LEAD-INTAKE-READY — facts, safety screen, and follow-up owner are documented.
STORM-SAFETY-REVIEW — electrical, gas, flooding, structural, medical, or access concern requires human handling.
STORM-PHOTO-NEEDED — safe photos or clearer damage details are needed before triage.
STORM-OWNER-REVIEW — insurance, warranty, diagnosis, price, emergency priority, or crew capacity needs approval.

STOP AUTOMATION guardrails

Do not invent emergency status, crew availability, arrival windows, diagnosis, repair scope, temporary mitigation, price, warranty coverage, insurance coverage, or claim outcome.
Do not tell a customer to enter unsafe areas, touch electrical hazards, climb ladders, stand near traffic, inspect roofs, handle gas/water hazards, or delay emergency services.
Do not blame weather, utilities, vendors, tenants, owners, insurers, or prior contractors unless a verified source supports it.
Do not mark a storm lead as closed until a human confirms the follow-up owner, due time, and customer-safe next step.

AI review prompt for storm lead triage

You are helping a local-service office triage storm-damage leads. Use only the source notes below. Do not invent safety advice, emergency status, arrival windows, crew capacity, diagnosis, price, warranty, insurance coverage, claim outcome, or customer approval. Return: (1) lead summary, (2) missing facts, (3) safety flags requiring human review, (4) safe first reply, (5) CRM label, (6) owner-review questions, and (7) STOP AUTOMATION reason if any high-risk fact is unverified.

SOURCE NOTES:
{paste_call_notes_web_form_photos_and_dispatch_context}

Keep storm surge leads from turning into lost calls

This resource pairs with the free Speed-to-Lead Swipe File, Urgent Service Request Triage Questions, and the full Local Lead Rescue System.