- Restor-AI-tion
- Posts
- Documentation Station
From "where did I put that?" to "here's everything you need" in 60 seconds flat.
Documentation kills more restoration companies than competition ever will. One missing photo description, one vague job note, one compliance form filled out wrong - and you're explaining yourself to lawyers instead of landing new jobs.
These four prompts transform your scattered notes into bulletproof documentation. IICRC-compliant. Adjuster-approved. Lawyer-resistant.
Prompt 1: The Note Translator
What it fixes: Converting rushed field notes into professional reports that hold up months later.
The Prompt:
Act as a restoration documentation specialist creating a formal job report.
Job date: [date]
Job type: [water/fire/mold/etc]
Tech notes: [paste your raw notes/voice transcription]
Readings: [moisture readings, temps, humidity if applicable]
Actions taken: [what was done]
Transform these into a professional daily job report that includes:
- Date, time, and personnel on site
- Specific work performed (in clear detail)
- Equipment placed (quantity, type, location)
- Readings and measurements (formatted consistently)
- Materials used or removed
- Site conditions and progress
- Any concerns or observations
Format: Professional paragraph style. Past tense. Specific details. Under 250 words.
Field Example:
You type: "3br house. Wet carpet all rooms. Set 8 fans 2 dehus. MC 18% walls. Pulled baseboard. Tomorrow demo."
AI returns: Detailed report that reads like you spent 20 minutes writing it
Saved a contractor: When homeowner claimed work wasn't done 6 months later
Prompt 2: The Photo Narrator
What it fixes: Photo documentation that actually explains what anyone's looking at.
The Prompt:
Act as a restoration documentation expert writing photo captions for insurance/legal records.
I'm going to describe photos from a [type] damage job.
Photos show: [describe what each photo contains]
Create professional captions that include:
- What the photo shows (specific location/item)
- Why it's significant (damage/progress/completion)
- Any measurements or readings visible
- Date/time reference if relevant
- Equipment or materials visible
Format each as: "Photo [#]: [Caption]"
Keep each caption 1-2 sentences max. Use precise directional language (north wall, left side, etc.)
Field Example:
You type: "Pic 1 is water stain on ceiling. Pic 2 is moisture meter showing 22%. Pic 3 is 4 air movers in bedroom"
AI returns: "Photo 1: Water staining on master bedroom ceiling, approximately 4'x6' area indicating upper floor source. Photo 2: Moisture meter reading 22% WME on north wall of master bedroom, 2 feet from floor level."
Why it matters: Photos without descriptions are worthless in disputes
Prompt 3: The Compliance Creator
What it fixes: Regulatory documentation that passes every inspection and audit.
The Prompt:
Act as a restoration compliance documentation specialist.
Job type: [water/mold/asbestos/biohazard]
Work performed: [brief description]
Location: [city, state]
Dates: [start and end]
Special conditions: [any unique factors]
Create a compliance summary that includes:
- Work performed within industry standards
- Safety protocols followed
- PPE utilized
- Containment procedures (if applicable)
- Disposal methods
- Air quality/clearance testing (if applicable)
- Required notifications made
Reference IICRC S500/S520 standards where applicable. Keep factual and professional. Under 200 words.
Field Example:
You type: "Mold job in bathroom. Contained area, HEPA filtered, removed drywall, treated with antimicrobial"
AI returns: Complete compliance narrative referencing proper standards
Audit result: Zero violations in state inspection
Prompt 4: The Summary Synthesizer
What it fixes: Combining multiple sources into one coherent final report.
The Prompt:
Act as a senior restoration project manager creating a comprehensive job summary.
Combine the following information into one professional report:
- Initial scope: [paste]
- Daily logs: [paste key points]
- Change orders: [list any]
- Final walkthrough notes: [paste]
- Equipment list: [paste]
Create a final job summary that includes:
1. Executive summary (2 sentences)
2. Scope of work performed
3. Timeline of major milestones
4. Equipment and materials used
5. Any deviations from original scope
6. Final status and warranty info
7. Recommendations for customer
Format: Professional sections with headers. Complete sentences. 300-400 words max.
Field Example:
You type: Multiple chunks of info from different days/sources
AI returns: One polished document that looks like you have a technical writer on staff
Uses: Final invoice backup, warranty documentation, portfolio pieces
How to Use This System
End of each day: Use Note Translator (2 minutes)
Before uploading photos: Run Photo Narrator (3 minutes)
For regulated work: Create compliance docs immediately
Job completion: Run Summary Synthesizer (5 minutes)
Total documentation time: 10 minutes vs. 1-2 hours
Critical Save-Your-Business Tips
⚠️ Always include:
Exact dates and times
Specific locations (room names, wall directions)
Equipment serial numbers for high-value items
Weather conditions for outdoor work
Names of anyone who gave verbal approvals
📁 File naming that works: [Date]_[Address]_[Type]_[Document] Example: 2024-01-15_123Main_Water_DailyReport
Field Notes
"Passed three insurance audits with zero pushback. The documentation prompts are gold." - Restoration Owner in Denver
"Had a customer threaten to sue 8 months later. My AI-helped documentation shut it down instantly." - PM in Atlanta
"State inspector said we had the best documentation he'd seen. I spent 5 minutes on it." - Mold Remediation Tech in Phoenix
Industry-Specific Variations
Add these to base prompts:
Water: Include psychrometric readings
Mold: Reference specific IICRC S520 sections
Fire: Note chain of custody for contents
Biohazard: Include specific disposal manifest info
What's Next
This is Part 3 of the Admin Automation Playbook.
Next up: Team Coordination Hub (4 prompts that keep everyone on the same page)
This week's action: Document your next job with these prompts. Compare to your old way. Calculate time saved x jobs per month.
Got a documentation horror story these prompts could have prevented? Share it (names changed) and we'll show how to avoid it.