Climate Complaint Field Record
One reported condition at one named unit or zone. Copy completed answers into the facility's approved incident system or print this blank record. This file does not save or transmit entered information.
Use unknown when a fact is not established; a blank field is not a normal result. Follow the site emergency procedure immediately for a safety condition. This record does not authorize customer-unit entry, technical repair, a claim about stored property, or a temperature guarantee.
1. Customer report
Incident or ticket ID
Local date and time
Unit ID and customer update channel
First noticed when?
Customer's own words and location of concern
Immediate safety concern?Select yes no unknown
Site-plan action and owner if yes or unknown
2. Actual promise
Agreement, public description or policy checked; version/date and link
What does it say for this unit?
Sources conflict?Select yes no unknown
Mismatch owner and next action
3. Place and direct observation
Facility, building, floor and unit
Climate zone or equipment mapping and source
Safe observation point, local time, door state and observer
Observed condition — not a diagnosis
Instrument and most recent check, if used
Reading, unit, location and time; or “not measured”
Water or condensation observed?Select yes no not checked
4. System evidence and footprint
Display field, value/status, capture time and source; or “not checked”
Other reports or locations checked
Affected area supported by evidence
Nearby area still unknown
5. Operating decision
Existing-customer accessSelect normal restricted unknown
Climate claim for affected areaSelect verified unverified restricted
New rental or advertising representationSelect continue hold exact area review
Decision owner and time
Reason and exact scope
6. Qualified technical handoff
Service owner and request ID
Request stageSelect draft sent accepted scheduled work done verified
Facts and unknowns provided, including map, promise and source times
Requested check at the affected place
7. Customer update
Exact update text, including what remains unknown
Channel, sender, send time and delivery state
Next review — not promised repair time
8. Closure readbacks
Technical work/result and source/time
Affected-unit or zone observation after work; method/source/time
Moisture disposition if applicable
Access and new-rental claim reviewed by/time
Customer final update sent/readback
Unresolved item, owner and next review
Exact area and claim released, or retained restriction
Final decision owner and time
Readback rule: a normal controller status, completed technician visit or sent customer message alone cannot close the reported unit condition. Record the affected place, source, time and named release decision separately.
Authored operating template informed by EPA's building complaint-investigation guide . It is not an EPA form, a site-specific emergency plan or a legal standard. See source-register.md for scope limits.