Follow up on a failed inspection
Never paste: Customer addresses, phone numbers or gate/lockbox codes, employee pay rates, card numbers, or permit portal logins.
When to use it
When the city or county inspection fails.
The prompt
Copy this, then replace everything in [brackets].
Help me handle a failed inspection.
Job: [type, address-free reference]
Inspector notes: [paste]
Fix needed: [work]
Who: [crew, when]
Write: internal action plan, a short homeowner message (honest, no blame on the inspector), and a reschedule note.Before / after
Before: Homeowner hears ‘it failed’ and panics.
After (example output):
Homeowner: ‘The inspector asked us to add a drain pan float switch and move the disconnect 6 inches. Both are quick fixes we’ll handle at no charge Thursday morning, then we’ll reschedule the inspection.’ Internal: add float switch to the standard materials list.
Tips
- Turn every failure into a checklist item.
- Use job numbers and first names. Keep codes and addresses in the FSM.
- Confirm crew and equipment availability before sending anything to a customer.
- Review every draft before you send it. You’re accountable for what goes out.