Vendor Dispatch Message

Write a clear work order for a vendor: issue, access instructions, tenant contact rules, photos, not-to-exceed amount and completion requirements.

New Added Oct 18, 2026

Maintenance & Vendors
Property managers
Landlords

Use it when

Send vendors everything they need in one message so jobs get done right the first time and you get photos and invoices back.

Not for

Sharing tenant personal details beyond what the vendor needs to schedule access.

The prompt

Fill in the variables (optional)

Type below and the prompt updates. Anything you leave blank stays as a {{variable}} for you to fill in later. Nothing you type leaves your browser.

What needs doing

Address/unit

Timeline

Lockbox, key, or tenant-home only

How to schedule

Spending limit

What you need back

Where to send

Write a work order message to a vendor.

Job: {{job}}
Property/unit: {{unit}}
Urgency: {{urgency}}
Access: {{access}}
Tenant scheduling: {{tenant_contact}}
Not-to-exceed (NTE): {{nte}}
Completion requirements: {{requirements}}
Reply/invoice instructions: {{invoice_to}}

Format as: a subject line, then sections ISSUE, ACCESS & SCHEDULING, AUTHORIZATION (NTE: get written approval before exceeding), WHEN DONE (photos, notes, invoice), and a one-line closing. Keep it under 200 words, professional and direct. Remind the vendor to be courteous to residents and not to discuss anything other than the job.

Variables

Variable	What to enter	Example
`{{job}}`	What needs doing	Kitchen sink drain clogged and slow; garbage disposal hums but does not spin
`{{unit}}`	Address/unit	[address], Unit 2
`{{urgency}}`	Timeline	Urgent: within 24 hours
`{{access}}`	Lockbox, key, or tenant-home only	Tenant will be home; lockbox code available on request if no answer
`{{tenant_contact}}`	How to schedule	Text the tenant through our portal number to schedule; 24-hour notice not required for urgent repairs per lease
`{{nte}}`	Spending limit	$350
`{{requirements}}`	What you need back	Before/after photos, cause of clog, disposal model if replaced
`{{invoice_to}}`	Where to send	Reply to this thread and email invoice to ap@example.com with the work order #

Example output

Illustrative output using the example values. Your results will vary by AI tool and inputs. All names and details are fictional.

Subject: WO #1182, Urgent: Kitchen sink clog + disposal, [address] Unit 2

ISSUE: Kitchen sink drains slowly/clogged. Garbage disposal hums but won't spin (possible jam or failed motor).

ACCESS & SCHEDULING: Please schedule within 24 hours by texting the tenant through our portal number. Tenant expects to be home; if no answer, contact us for lockbox access.

AUTHORIZATION: Approved up to $350. Get written approval before exceeding this amount.

WHEN DONE: Send before/after photos, the cause of the clog, and the disposal model if replaced. Email your invoice to ap@example.com with WO #1182.

Thanks, and please be courteous to the resident.