Make a one-page “after your report” sheet for clients and a blank log for recording each question and reply, in your own words and scope

After a survey report arrives, buyers ring and email with questions. The Home Survey Standard says these exchanges are part of the service, and that the member must explain the status of the exchange at the start, must not go beyond the scope in the agreed terms, and must keep a written record of it. RICS even warns that qualifying and expanding on the report can extend your liability or confuse the client. A short sheet that tells clients how questions work, and a log with the three required points as columns, makes those habits routine. The AI only sets out your own three lines and the blank log; it never answers a question about a report, and answers about the report stay yours.

An AI chat tool you already use, then your own word processor and secure file store (the AI never sees a report, a question or a client)

Steps

1. Open your agreed terms of engagement and find what they already say about discussing the report afterwards: how long, by what route (for example written questions only), what counts as outside the scope and whether a fee applies. Write three short lines yourself, one for each: “How questions work”, “What is covered”, “What is outside this service and how it is handled”. Do not ask the AI to write them.
2. Paste your three lines unchanged into the prompt. The AI lays them out as a one-page client sheet with a plain heading, your lines word for word, and a blank line for your contact route.
3. The AI also lays out a blank exchange log: date, who (role only, such as buyer, agent or solicitor), channel, one-line subject written by you without findings, “status of the exchange explained at the start (yes / no)”, “within the agreed scope (yes / no)”, who replied, and a link or file reference to the saved written record.
4. Check the sheet against your terms, and have your solicitor look at it if it changes anything you promise clients. Send the sheet with the report and store the log in your secure file system, not in the AI tool.
5. For every question, write your own reply. If a question needs a professional opinion about the property, that opinion is yours, written by you and filed in the log; if it is outside the terms, say so as your terms provide. AI is not used for any reply about the report.

The exact prompt

I am an RICS member running a residential survey firm in the UK. Below are three short lines I wrote myself describing how questions after a survey report are handled.

Task: (1) Lay out a one-page client sheet headed "After your report: how questions work". Use my three lines exactly as I wrote them, each under its own plain heading, with no changes, no additions and no added promises. Add one blank line at the end: "To ask a question, contact: [CONTACT ROUTE]". (2) Lay out a blank table headed "Record of exchange after the report" with these columns: Date; Who (role only); Channel; Subject (one line, no findings); Status of the exchange explained at the start (yes / no); Within the agreed scope (yes / no); Replied by; Where the written record is saved. Leave every row blank. Do not answer any question about any report, do not suggest wording for a reply, and do not comment on what is or is not covered.

RULES FOR THIS CHAT: I will give you only headings, blank fields and my own firm-level text that I have typed in. I have not included, and will not include, any client name, address, email or phone number, any property address, photograph, survey note, finding, report text or report extract, or any other private or confidential information. Use the blanks [CLIENT], [PROPERTY] and [SUPPLIER] only. Do not ask for them and do not invent any. You must not make or suggest any surveying judgement: no view on defects, causes, condition ratings, risks, repairs, value, what a report should say, or whether anything is reliable, compliant or fit to use. Do not decide whether any use of AI has a material impact under the RICS standard, do not say what any insurer or policy covers, and do not write terms-of-engagement or other legal wording. Do not fill in any entry for me: where a fact, date, decision or name is needed, leave the field blank or write [SURVEYOR TO COMPLETE]. Everything you write is a blank layout or a draft that a named RICS surveyor will read, complete and approve before it is used.

MY THREE LINES: [PASTE]