Local service work
Confirm materials for an already scoped job
Before ordering materials for a scoped job, list each item with its specification and quantity, note where the customer's choice was recorded, and mark whether you have explicit approval to order. Anything that differs from the scope or the customer's selection needs its own confirmation.
A text to start with
I'm preparing to order materials for [job label] for [customer name]. The scope says [scope summary]. Here are the items from my list: [item, specification, quantity for each]. The customer's choices are recorded in [message, form or note]. Build a confirmation table showing each item, its specification, quantity, evidence of the customer's choice, and approval status. Do not place any order.
Example request. Change the details to fit your situation.Materials confirmation table
Job label: [ ] Customer: [ ] Scope reference: [ ] Item: [ ] Specification: [ ] Quantity: [ ] Customer's choice recorded in: [ ] Matches scope: [yes / no] Substitution proposed: [none / describe] Approval status: [approved / pending / declined] Approved by and date: [ ] Order authorized by: [ ] Repeat the item block as needed.
Substitutions and silent orders
Check every specification against the scope and the customer's recorded choice, since a similar product is still a substitution. Look for rounded quantities or extras the scope never mentioned. Confirm each row points to written evidence of the customer's choice, not a remembered conversation. Mark any item without explicit approval as not ready. No row should show an order as placed, and the table should not read as permission to buy.
Ask another agent to check the result
Compare each item in this table with the scope and the documented customer choice. Flag any substitution, quantity change or item with no evidence of selection. Flag any row marked approved without a named approver. State which items are not ready to order and why.
Resolve gaps before ordering
Send the customer a short list of items marked unapproved or substituted and ask for a clear yes or no on each. Update the table with the date and form of each answer. Place orders yourself only after every line shows explicit approval, and keep the confirmed table with the job record.