Operating documents

Every document comes two ways. The blank template is what you print, fill and hand to a client. The worked example shows the same document completed, so the logic behind each figure is visible. Examples use fictional clients and are marked as such on the page.

Never send a worked example to a real client. The names, addresses and figures in them are invented for illustration. Sending one would read as another client’s details leaking, which is the opposite of what these documents are for. Use the blank.

Sales & agreement

Before the work

Quote

Itemised before anything is charged
Valid 48 hours, assumptions stated
Becomes the work order on approval
Nothing appears later that is not here

Blank template Worked example

Client intake form

Already blank — taken at onboarding
Access, household, pets, preferences
Substitution and spend rules
Page one of the preference file

Blank template

Service agreement

Blank party and plan fields
Billing, cancellation, Errandables Wallet
Liability cap and declared value
Scope limits written in

Blank template

Corporate MSA

Blank party fields, published rate card
Net-30 terms and dispute window
Service levels and fee waiver
Insurance, vetting, confidentiality

Blank template

During the work

Dispatch & execution

Work order

Issued when the quote is approved
Names the runner and spend ceiling
Access instructions and window
Signed by client and dispatch

Blank template Worked example

Event run sheet

Minute-by-minute timeline
Crew assignment per line
Vendor contacts and arrival times
Scope note the crew can point to

Blank template Worked example

Key custody record

Items tagged and sealed
Release log per runner, per task
Codes stored apart from keys
Closed against signature

Blank template Worked example

After the work

Proof, reports & billing

Proof of delivery & custody

Chain-of-custody for courier work
Seal numbers, photos, GPS trace
Signature at release and receipt
The document that wins law firms

Blank template Worked example

Equipment delivery report

Per-employee hardware movement
Serials photographed and logged
Condition recorded on handover
Reconciles to your asset register

Blank template Worked example

Property visit report

Exterior and interior checklist
Dated, geotagged photographs
Findings that need a decision
Recommended action, never performed

Blank template Worked example

Service receipt

Every line traceable to the quote
Purchases separated from service
Hours and reserve balance after
Tip field with no default

Blank template Worked example

Monthly statement

Net-30 corporate billing
Volume tier applied retrospectively
Activity broken out by matter
Service level reported

Blank template Worked example

Incident & claim report

48-hour reporting window
Evidence reviewed honestly
Resolution against the cap
Corrective action recorded

Blank template Worked example

Internal

Runner contractor agreement

Not client-facing, but the document the whole model rests on. It sets the pay bands, the vetting standard, and the list of things a runner must refuse on the doorstep.

Open the agreement

Numbering

Quote: QT-YYYY-NNNNN
Work order: WO-YYYY-NNNNN
Receipt: RC-YYYY-NNNNN
Proof of delivery: POD-YYYY-NNNNN
Equipment: ED-YYYY-NNNN
Visit report: PV-YYYY-NNNN
Key custody: KC-YYYY-NNNN
Statement: ST-YYYY-MM-NNNN
Incident: IN-YYYY-NNNN

The quote's sequence number carries into the work order and the receipt, so all three reconcile without a lookup.