Match the property and appointment
Keep the property reference, address and confirmed appointment together. Record the source of changed times or instructions. A booking request is not an accepted appointment, and a similar address should not be used to fill missing property details.
Resolve the access arrangement
List the person responsible for access and the confirmation actually received. Keep credentials in the firm's controlled process rather than the general brief. Where several parties are involved, identify the person who will resolve the question instead of assuming they have coordinated it themselves.
Prepare the document handoff
Index the documents the inspector requested and distinguish receipt from review. If an attachment is missing or refers to another property, flag it. The assistant can organise the packet but should not interpret a seller's statement as an inspection finding.
Work you can get help with
Illustrative scenario using sample information.
Match the property and appointment
- What you provide
- Property reference, booking record and confirmed changes.
- The useful result
- An appointment brief with conflicting details highlighted.
- When the task is complete
- The scheduler confirms the correct property and appointment.
Resolve the access arrangement
- What you provide
- Access contact, arrangement and acknowledgement status.
- The useful result
- An access-status list with a specific next question.
- When the task is complete
- The office confirms the arrangement with the appropriate party.
Prepare the document handoff
- What you provide
- Inspector's document list, received files and property references.
- The useful result
- A document packet with missing or mismatched items.
- When the task is complete
- The inspector reviews the packet and records any further request.
Questions you may have
What should we do with a document that names another property?
Flag the mismatch for the inspector, who reviews the packet and records any further request.
Does a confirmed booking prove access is arranged?
Treat appointment confirmation and access confirmation as separate facts.
Sources and further reading
- Internal Scheduling Options
The inspection software documentation describes property location and contact details, appointment confirmation status, and internal notes about access to the property.
This describes Spectora features; it does not prove that the owner confirmed access. The confirmation status concerns the appointment. UNKNOWN whether the system separately tracks confirmation of access.
2026-11-04
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