This email template is designed to help managers crafting an email that will be sent to their customers about the use of Swept and let them know your team will be sending them Inspection Reports to ensure the quality service (view the Google Doc ver here)
Hi [Customer First Name],
As I’m sure you already know, delivering a quality service is really important to us at [Company Name]. As part of our ongoing quality assurance program, we’ve recently adopted new software called Swept. In addition to allowing our team to stay better connected when cleaning your space, one of its features is the ability to generate inspection reports when we are conducting quality inspections.
Optionally, we are able to send you a copy of these reports should you want to be notified when we complete an inspection. Before doing so we wanted to make sure you’d like to receive these reports, but also make sure you knew how the reports work.
Each time one of our staff goes onsite to conduct your [inspection frequency] inspection, they will use a mobile app to conduct the custom inspection plan we’ve designed for your space. (See example inspection points below)
As the inspection points are reviewed, we’ll be providing each inspection point with one of the following ratings.
Exceeds Standard - This rating will be used when the cleaner has gone above and beyond to ensure an area in your space is in pristine order.
Meets Standard - This rating will be used when the area has been cleaned to our high level standard as expected.
Below Standard - This rating will be used when an area has not met the standards communicated to our cleaner. In the rare occasion this happens, we will be providing the cleaner specific direction on what is needed to rectify the situation during their next cleaning.
Not Inspected - This rating will be used when an area could not be inspected for some reason. If used we will provide comments to explain.
Let me know if you’d like to start receiving these inspection reports as we are on-site. We can also include any other individuals you’d also like to get these reports, just let us know.
If you have any questions about this, or any other aspect of our service, please don’t hesitate to contact me directly.
[Sender’s Email Signature]