Completed at the onboarding interview and kept as page one of the client's preference file. Everything here exists so a runner never has to call and ask.
1 · The account
Primary contact
Name
Mobile
Email
Preferred contact method
Additional named members
Name & relationship
Mobile
May authorise tasks? Y / N
Spend limit if different
2 · Addresses
Primary address
Street
City, ZIP
Property type · parking notes
Secondary / work address
Street
City, ZIP
When is it used?
3 · Access
Gate or community code · Building desk / concierge name · Where may we leave items?
Alarm present? Y / N · Are we key holders? Y / N · Custody record number
Times we must not attend (naps, shifts, calls)
Access codes are recorded on a separate sheet and stored apart from this file.
4 · Household
People
Adults · children and ages
Anyone usually home during the day?
Anyone we should introduce ourselves to?
Pets
Type, name, temperament
Where are they kept during a visit?
Vet · groomer · daycare
5 · Preferences that save us a phone call
Grocery store · second choice · Loyalty card number
Brands to always buy · Brands never to buy · Substitution rule: call / use judgement / never
Foods to avoid entirely (allergy or preference — state which)
Pharmacy · Dry cleaner · Preferred shipping carrier
Vehicle: make, model, plate · Dealer or service shop
6 · Money
Card on file? Y / N · Wallet balance loaded · Standing spend limit per task
Above the limit: call first / proceed and notify / never exceed
Card details are captured by our payment processor, never on this form and never by a runner.
7 · The first three things
1.
2.
3.
Book the first one before the interview ends. Members whose first task happens inside seven days retain far better than those whose plan sits unused.
Errandables · 14325 Willard Rd, Suite 100A, Chantilly, VA 20151 · (571) 662-2911 · info@errandables.com
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
Event run sheet
- Minute-by-minute timeline
- Crew assignment per line
- Vendor contacts and arrival times
- Scope note the crew can point to
Key custody record
- Items tagged and sealed
- Release log per runner, per task
- Codes stored apart from keys
- Closed against signature
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
Equipment delivery report
- Per-employee hardware movement
- Serials photographed and logged
- Condition recorded on handover
- Reconciles to your asset register
Property visit report
- Exterior and interior checklist
- Dated, geotagged photographs
- Findings that need a decision
- Recommended action, never performed
Service receipt
- Every line traceable to the quote
- Purchases separated from service
- Hours and reserve balance after
- Tip field with no default
Monthly statement
- Net-30 corporate billing
- Volume tier applied retrospectively
- Activity broken out by matter
- Service level reported
Incident & claim report
- 48-hour reporting window
- Evidence reviewed honestly
- Resolution against the cap
- Corrective action recorded
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.
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.