Local service work
Explain how a customer should prepare for a visit
Give the customer only the preparation your company actually requires, in the order they will need it. State the arrival window, what to clear or make available, who will let you in and how to reach you if plans change. Take every item from your own instructions.
A text to start with
I'm sending a preparation note to a customer before a visit for [type of work] on [date and window]. My approved instructions are: [paste your actual preparation and access rules]. Write a short note that covers the arrival window, what the customer should do, the access contact and how to change the visit. Use only the instructions I pasted.
Example request. Change the details to fit your situation.Visit preparation note
Customer name: [ ] Service and address: [ ] Visit date: [ ] Arrival window: [ ] What the customer should do before arrival: [ ] Source of each requirement: [ ] Items or areas to leave available: [ ] Access contact name and number: [ ] How the visitor enters: [ ] Who must be present, if anyone: [ ] How to change or cancel: [ ] Notice needed, if your policy sets one: [ ] Sent on and by: [ ]
Requirements that are not yours
A drafted note tends to fill gaps with plausible advice, such as clearing a large area, securing pets, turning off utilities or staying home the whole time. If your instructions do not say so, the customer may rearrange their day for a rule that does not exist. Compare each request in the note with the instructions you pasted and delete any with no match. Check that the arrival window is the one you set, not a rounded version. Confirm the access contact will be reachable on the day.
Ask another agent to check the result
Compare this note with the provider instructions I pasted. Flag every requirement, fee, notice period or access rule that does not appear in those instructions. Quote each unsupported line and say why it has no match. Do not add new requirements.
Settle the change route
Decide how a customer reschedules or reports a problem, and whether your own policy sets a notice period. Put that route in the note in one sentence. Read the note as the customer would and check whether any step is unclear. Keep a copy with the visit record so a later question can be traced to the exact wording.