CONFIRM AN INSPECTION

====== A – PHONING THE TENANT TO CONFIRM AN INSPECTION ======
====== Upon receipt of the blue and pink British Gas appointment letter, a phone call should be made to the tenant as follows: ======
• Find out the tenant’s telephone number by searching in FileMaker (Start→FileMaker Pro→Hosts→Dashboard→Open→Properties→Control+F and insert data e.g. road name) or in the ‘Tenants’ list – a spreadsheet in Excel (My Network Places→shared on Server1→All Documents→Pacedream Limited→S Abraham→3-Star→3-Star Spreadsheets→TENANTS→Control+F and insert data). If the telephone number is not there, see B below. ======
====== Call the tenant and say, ‘I’m _____ calling from Pacedream Property Safety regarding your annual gas safety inspection. Did you receive a letter from British Gas (BG) about your upcoming visit scheduled for _____________ between the hours of 8-1/12-6? Confirm that the time is OK with them and record this information on the appointment letter with the date. If the time is inconvenient visit will have to be re-scheduled with BG – see C below. ======
====== In the Microsoft Outlook Calendar, make a reminder to call the tenant a day before the visit to confirm it once again. Include the time of visit and tenant’s telephone number. ======

 ====== B – PHONING THE HOUSING ASSOCIATION ======
====== If the tenant’s telephone number is not in the Excel list, a further phone call to the Housing Association (HA) is necessary: ======
====== Find out the relevant Housing Association for the particular property concerned, which should be saved on the same Excel list (Control+F and insert data e.g. address) ======
====== Find the HA’s number in the ‘Housing Associations’ Excel spreadsheet ======
• Call the HA and, after introducing yourself and the company, say you are calling regarding a gas safety inspection for ____________. Do you have the tenant’s telephone number so I can contact them regarding their inspection? ======
====== Once they have given you the tenant’s telephone number (and name) install it into FileMaker (and the Excel spreadsheet) and proceed with A above. ======

 ====== C – CALLING BRITISH GAS TO REARRANGE AN INSPECTION ======
====== Dial 08459 500 400, (when menu is cited) press 3 and type our telephone number (when they ask for it) 08456 98 00 44. ======
====== Say you’re calling regarding a bulk contract, give them tenants’ address and postcode ======
====== Rearrange appointment for appropriate time 8-1/12-6, giving the engineer’s job sheet a further timing bracket if necessary e.g. preferably after 2. ======
====== Confirm with tenant - see A above. ======

 ====== When speaking to British Gas always take down the call centre, name and extension number of the person you speak to, as well as the job number for the inspection/repair as this will make following up on call-outs far more straightforward.