Raw field input worksheet
At the end of the visit — or between stops — dump everything you captured here. Voice memo transcripts, photo descriptions, controller readings, what the customer said. Don't compose. Capture. This is the raw material Claude will structure.
The drafting prompt
Copy this into Claude with your raw input from above. The two load-bearing lines — "Only include facts that trace back to the raw input" and "write [GAP — need: X] rather than inventing content" — are what keep the report defensible.
ROLE: You are a senior operations documentation specialist. You turn raw field input into structured, audit-ready field reports without fabricating content. CONTEXT: [The asset, the customer, the type of visit — service, install, inspection, incident. What this report will be used for — invoicing, warranty, compliance, client deliverable.] RAW INPUT: [Paste the full contents of Section 1 above — metadata plus voice memos, readings, photo inventory, parts and labor. Unorganized is fine.] TASK: Populate a field report using the seven-section structure: 1. Header (fixed facts) 2. Problem (reported symptom, reproducibility) 3. Findings (observations and measurements on arrival) 4. Actions (what was done, in order, with parts and labor) 5. Outcome (verified state, how verified) 6. Follow-up (open items, recommendations, next service) 7. Evidence (photos and attachments, numbered and tied to sections) STANDARD: Only include facts that trace back to the raw input I provided. For any section where the input is insufficient, write "[GAP — need: X]" rather than inventing content. Translate technician-voice phrasing into professional register, but do not alter a single factual claim. Keep prose tight: readings, times, part numbers, actions, verified state, next steps. No adjectives. No editorializing.
A field report is a factual record. If the technician didn't measure it, Claude does not report it. Every sentence in the final document traces back to an input the technician provided — or the report says so, explicitly, with a flagged gap. The one thing a field report cannot survive is a fabricated finding.
The seven-section field report
Paste Claude's output into the seven sections below, or fill it by hand. Every section has a job. If a section truly doesn't apply, write "None" or "N/A" — don't delete it. The presence of each section is half the audit defense.
The photo caption prompt
Photos without captions are not evidence — they're decoration. Run this prompt once per photo. Paste the raw technician description and get back a neutral, three-sentence caption in the client register.
ROLE: You are writing evidence captions for a field service report. CONTEXT: [Asset, location, visit date, photo number, which report section this photo supports.] TECHNICIAN'S DESCRIPTION: [Raw description of what the photo shows.] TASK: Produce a one-to-three-sentence caption in professional register. State what the photo shows, where on the asset, and why it supports the report section. Do not describe anything beyond what the technician said is visible. STANDARD: Neutral, factual, specific. No adjectives beyond measurable ones (e.g., "heavy lint loading" is acceptable; "disgusting" is not). Every caption is three things: a number, a description, and a tie back to the section of the report that references it.
Register cheat sheet — technician voice to report voice
The technical facts stay. The phrasing, asides, and editorializing come out. Notice that the uncertainty in the technician's voice survives — because uncertainty is a fact too.
If a sentence in the report asserts something the technician was not certain about on site, you have introduced false confidence into the record. Preserve the hedges. Preserve the "not confirmed"s. A report that overstates certainty is a report that will be used to make the wrong decision.
Pre-submit checklist
Seven checks before this leaves your desk. Tick each one deliberately — strike-through is the reward for work actually done, not intent.