Log facilities issues and chase repairs to completion
A facilities issue log, clear repair requests to landlords or contractors, and follow-ups that get problems fixed.
The prompt
Help me manage facilities issues in our office.
Current issues: [LIST - e.g. "broken AC on 3rd floor since Monday", "leaking kitchen tap", "lift out of service"]
Who is responsible for what: [landlord / building management / our contractor / us - per lease or service contract]
Contacts and how they take requests: [email, portal, phone]
Service levels or response times agreed: [if any]
Give me:
1. Issue log template: ID | date reported | location | description | impact (safety / business / comfort) | responsible party | reference number | status | next follow-up | date closed.
2. Priority rules: what counts as urgent (safety hazards, security, water leaks, no heating or cooling in extreme weather, accessibility issues) vs. routine, and the expected response for each.
3. Repair request drafts for each current issue: clear location, what's wrong, when it started, impact on people, photos attached [ADD], access arrangements, and response requested by.
4. Follow-up messages: a polite chase, a firmer second chase referencing the agreed service level, and an escalation note to the building manager or my manager.
5. Staff update: a short note telling people what's affected and the workaround.
If an issue could be unsafe (electrical, gas smell, water near electrics, blocked fire exits), tell me to make it safe and contact the right emergency or building service first.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Projects & Operations prompts
What to fill in
- email, portal, phone
- if any
- ADD
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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