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Incident & claim report

Opened whenever a client reports a problem. Report within 48 hours of completion.

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ERRANDABLESCONCIERGE & LIFESTYLE MANAGEMENT
INCIDENT & CLAIM REPORT
No. IN-    -    
Raised   /  /    
Status       

Reference

Client

 

 

 

Task

 

 

 

 

What the client reported

   

What we found

   

   

Resolution offered

Service fee credited 
Repair or replacement, capped at 
Claim raised with a third party 
Liability cap under the agreement 
General liability policy engaged? 

Timeline

Client reported 
Acknowledged — commitment is 3 business days 
Evidence reviewed with runner 
Resolution offered 
Resolve-or-decline deadline — 30 days 

Corrective action

   

Raised by · date
Reviewed by · date
Client acceptance · date
Closed by · date

Errandables · 14325 Willard Rd, Suite 100A, Chantilly, VA 20151 · (571) 662-2911 · info@errandables.com

See a filled example All documents

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.