Fire Safety Inspection & Dispatch Playbook

For coordinators booking a scheduled inspection and handing the record to a qualified technician. It is a dispatch workflow, not an inspection standard or a certification of compliance.

Booking request

Site and address: [ ]. Authorized contact: [ ]. Equipment or systems the customer identifies: [ ]. Requested inspection scope: [ ]. Existing service record: [ ]. Customer-reported due date and source: [ ]. Access window: [ ]. Technician or qualified scoping reviewer: [ ].

Treat a customer-reported due date as information to verify. Do not declare a building compliant or noncompliant from a calendar entry.

Before assignment

Confirm the business can perform the requested scope, what the technician needs to review, whether permits or site procedures affect access and who can authorize additional work. Let the qualified team decide the inspection requirements. Dispatch should not infer them from a generic equipment label.

Site access handoff

Arrival point: [ ]. Escort contact: [ ]. Restricted areas: [ ]. Site-specific working constraints: [ ]. Secure location of access instructions: [ ]. People to notify before work: [ ].

Keep alarm codes and keys outside ordinary customer messages. If an active hazard or emergency is reported, use the established emergency escalation process rather than offering a routine appointment.

Appointment confirmation

"Your [confirmed scope description] visit is [confirmed/requested] for [window] at [site]. [Technician role] will review [items]. Please contact [method] for access changes. Findings and any additional work will be handled through the agreed reporting and authorization process."

Completion record

Technician report reference: [ ]. Work completed: [ ]. Items not inspected and reason: [ ]. Findings requiring qualified follow-up: [ ]. Report sent to authorized recipient: [ ]. Proposed next work: [ ]. Authorization status: [ ]. Follow-up owner: [ ].

Do not automatically label a visit complete if the technician could not access the site. Do not turn a completed booking into a statement of compliance.

Exceptions and review

A cancellation, changed scope or inaccessible site pauses stale reminders and creates an owner task. Review whether technicians received the agreed scope and whether unresolved findings reached the authorized recipient. Use the current governing standard and professional process for technical decisions, not this dispatch worksheet.