Records that make follow-up possible
Keep records factual, brief and clear enough for another person to act on without repeating your visit.
- 1.
Take a room overview, a mid-range view locating the item and a close-up showing the defect. Include a tape or level where useful. Use short videos to show rubbing, movement or a mechanism failing to operate. Avoid unnecessary images of people or personal belongings.
- 2.
Link each photograph or video to the customer, date, room and item reference. Keep original files in the approved company job record. Do not rely only on images left in a personal phone gallery or chat thread.
- 3.
Record who attended, drawings used, areas checked, completed work, concerns, agreed actions and the next visit or follow-up. Distinguish what you saw from what someone told you.
- 4.
Use: item reference; room or location; issue; photograph reference; next action; responsible person; agreed target date; status; verification date and outcome. Use "awaiting confirmation" where a date or decision is not agreed.
- 5.
A complete open-item entry, before and after verification:
QC-04 | Kitchen island | Left drawer front rubs adjacent front | Photos QC-04A/B | Installation manager to arrange adjustment | Target date awaiting confirmation | Open. After inspection: adjusted, opens freely, verified on site, dated photograph retained.
- 6.
Provide updates at intervals agreed with your manager. For escalation, state the issue, steps already taken, current effect and decision required. Keep project records current until every assigned open item is resolved.
Escalation / limit: Report urgent hazards, damage, serious defects and customer issues immediately.