Set up a photo and sign-off routine and the wording for it, so a damage claim can be settled on facts

A damage claim with nothing on file comes down to your word against the customer's. Photos of the high-risk items at loading, a short condition note and a sign-off on the day give you something factual to point to, whoever turns out to be right. AI helps you write the routine and the customer wording; you decide what you record and what you accept.

A free AI chat tool, then your own email or messaging app

Steps

1. Decide what you'll photograph or video at loading and unloading (for example furniture already marked, high-value or fragile items, walls and floors in tight spots). Write the list yourself.
2. Decide who takes the photos, where they're stored and how long you keep them. Keep them with the job file.
3. Paste your list into the prompt and ask for a one-page crew checklist and a short condition note for the customer to sign or reply to by text.
4. Test the checklist on one real job, trim anything the crew skips, and keep what they actually do.
5. Use the same note on every job, so no customer is treated differently.

The exact prompt

I run a UK removals firm. Write two short things from my notes below.
1) A crew checklist (under 10 bullet points) for recording the condition of items at loading and unloading. My routine: [what you photograph, who does it, where photos go].
2) A short note for the customer to read and sign or confirm by text at the end of the move: the date, the address, "items delivered as listed" and a space for them to note anything they want recorded now, with how to contact me afterwards: [phone/email, e.g. within X days].
Use plain English, neutral wording and no legal terms. Don't say anything that admits fault or blames the customer.