Protocol Policy
Arriving at Estimate Request Location
Steps
Require when arriving at Estimate Request Location
1.
Turn
on vehicle flashers.
2.
Turn
Off Engine and remove ignition key.
3.
Exit
the vehicle with
a. Cell Phone
b. ERF Estimate Request Form
c.
Pen
d.
Tape
Measure
e.
Business
Card
4.
Take
photos of the property with
a.
the
vehicle in the photo frame
b.
the
property address number/unit number if applicable
5.
Find
the Property Owner, Manager, Person In-Charge
6.
Identify
your
a.
Your
Name
b.
Company
Name
i.
And
the Company you are representing if applicable
c.
The
reason you are there
7.
Go
to the item/area to be diagnosed/estimate information gathered
8.
Take
photos of item/area to be diagnosed/estimate
information gathered
9.
Thank
the Property Owner, Manager, Person In-Charge for
a.
their
time and cooperation
b.
someone
will be in contact with them via email, text and/or phone with a Written
Estimate
c.
if
representing a MMC,
i.
Have
the Property Manager, Unit Manager or Person In-Charge print their name, sign and
date the work order
ii.
Place
store stamp if applicable on the work order.
iii.
do
not discuss costs or repair/service methods with Property Manager, Unit Manager
or Person In-Charge.
10. If ERF is for a Maintenance Management
Company,
a.
Forward
all photos via email or text
b.
Call
via cell phone (voice communication) the MMC dispatcher to verify arrival and
findings
c.
Confirm
Estimate will be forwarded to the dispatcher shortly after leaving the property
i.
DO
NOT PROVIDE A VERBAL ESTIMATE OVER THE PHONE Estimates are only to be provided
in writing.
11. Promptly leave the property.
If
ERF is for a Maintenance Management Company, the Estimate will be created and
forwarded to the MMC dispatcher ASAP
If
the ERF is for the Property Owner, the Estimate will be created ASAP then
forwarded to the Property Owner via Email or U.S. Postal Service.
Arriving at Job/Project Location
Steps
Require when arriving at Job/Project Location
1.
Turn
on vehicle flashers.
2.
Turn
Off Engine and remove ignition key.
3.
Exit
the vehicle with
a.
Cell
Phone
b.
EWO
Employee Work Order Form
c.
JOB
Job/Project Quote Form
d.
BIN
Billing Invoice Form
e.
MMC
Work Order if applicable
4.
Take
photos of the property with
a.
the
vehicle in the photo frame
b.
the
property address number/unit number if applicable
5.
Find
the Property Owner, Manager, Person In-Charge
6.
Identify
your
a.
Your
Name
b.
Company
Name
i.
And
the Company you are representing if applicable
c.
The
reason you are there
7.
Go
to the item/area where the Job/Project is to be performed
8.
Take
before photos of item/area condition
9.
If
working on behalf of MMC,
a.
Send
via text or email all current photos to MMC dispatcher
b.
call
MMC dispatcher to verify arrival
10. Once the Job/Project has been
completed
a.
Take
After Photos of the completed Job/Project Item/Area
i.
If
MMC Job/Project, forward all After Photos to MMC dispatcher
b.
Ask
the Property Owner, Property Manager, Unit Manager, Person In-Charge to inspect
the work
i.
If
the Job/Project is a MMC, then ask the Person In-Charge
to sign the MMC Work Order
c.
Present
the Billing Invoice and asked the Property Owner, Property
Manager to sign and date the Billing Invoice Form.
i.
If
MMC Job/Project, do not present Billing Invoice
11. Thank the Property Owner, Property
Manager, Unit Manager, Person In-Charge for their cooperation
12. Promptly leave the property.
13. If MMC Job/Project, the office will
then contact MMC dispatcher for prompt payment