The vendor dispatch brief that prevents the second trip.

Before you send

• Property address with unit number formatted exactly as the lease has it.
• Access details — gate code, lockbox code, parking notes, pet warnings.
• Tenant contact — name, phone, preferred contact window.
• Scope in one sentence. "Replace garbage disposal in kitchen sink, original is leaking from base."
• Photos — one wide, one close, plus model number plates if visible.
• Authorization cap — the dollar amount the vendor can spend without checking in.
• Required confirmations — completion photo, parts list, invoice.

Trade-specific additions

Plumbing

• Fixture brand and approximate age if known.
• Whether the shutoff is accessible.
• Whether the issue is active or intermittent.

HVAC

• System type (forced air, mini-split, baseboard) and tonnage if known.
• Last service date.
• Filter location and last change.

Electrical

• Whether the breaker has tripped and how often.
• Panel location and whether it's accessible.
• Any visible scorching or smell.

Appliance

• Brand, model, serial, age.
• Symptom in tenant's words.
• Whether the tenant has tried a reset.

After dispatch

• Confirm vendor accepted with an ETA window.
• Send the tenant a heads-up with the same window.
• Set a follow-up flag for two hours after the window closes.
• On completion, capture: completion photo, work performed, parts, invoice.
• Send the tenant the close-out message with any care notes.

Red flags during dispatch

• Vendor asks for the address again — your brief was incomplete.
• Vendor calls the tenant before arriving with clarifying questions — same.
• Tenant calls you for status — your follow-up cadence is too loose.