Dispatcher Call Script
HVAC · Call centre triage & booking scriptThis script is a template you must adapt to your own operation, your state and your own legal advice. The safety instructions are drawn from published guidance by CPSC, the U.S. Fire Administration, CDC, state pipeline-safety regulators and gas utilities, and are reproduced here as dispatcher training copy — they do not replace calling 911 or your gas utility emergency line. The consent wording reflects 47 CFR § 64.1200 and 18 U.S.C. § 2511(2)(d) as researched; TCPA consent rules have changed repeatedly through recent litigation and rulemaking, and call-recording consent varies by state. Confirm both with counsel before this script is used on live calls. Completing this document is not evidence of compliance with any law or standard.
Life safety
4
Urgent
2
Routine
1
4 items to resolve before this goes on the wall
- Gas-odour branch is on but the gas utility emergency number is blank.
- After-hours escalation number is blank.
- Call-recording consent basis is not confirmed for your state — all-party wording is being used until it is.
- No jurisdiction recorded — consent rules differ by state and the caller may be in another one.
1Your company & the numbers on the sheetWhose script this is, and the lines the dispatcher needs in front of them.
Company
Phone
License #optional
Script name
Version
Effective date
Script owneroptional
After-hours lineThe branches that need this number fire at 2am. A script with a blank after-hours line has no escalation path when it matters.
Gas utility emergencyGas utilities respond to leak reports 24 hours a day at no charge. The number belongs on the sheet, not in the dispatcher's memory.
2Opening — safety question, then the callback numberBoth go above triage. Every life-safety branch below ends the call.
Opening — safety first, then the greetingThe safety question goes in the opening line, not after the address. A caller standing in a building that smells of gas should not spend ninety seconds spelling a street name before anyone tells them to leave. Reason it is here: triage before capture.
Take the callback number before anything elseThe callback number is taken before anything else because the life-safety branches all end with the caller leaving the building or hanging up to dial 911. Without the number, that call is simply lost. Reason it is here: every life-safety branch ends the call.
3Emergency triage — life safetyAbove bookingThis tier is why the template exists. Life-safety branches print above urgent and routine in the builder and in all three exports, so the emergency script can never end up below the objection handling.Read the instruction before you take any other detail. Do not put the caller on hold to check the schedule.4 branches
Ask
Read this back
Then
Ask
Read this back
Then
Ask
Read this back
Then
Ask
Read this back
Then
4Urgent & routine branchesEverything that is a booking decision rather than a safety instruction.2 urgent · 1 routine
Ask
Read this back
Then
Ask
Read this back
Then
Ask
Read this back
Then
5Booking flow, close & escalationThe part every competitor script opens with. Here it comes after triage.
Booking flow (routine calls only)Everything below the triage tiers. This is the part every competitor template starts with. Reason it is here: normal booking flow.
Confirm and closeRead back the address and the window. A recap catches the wrong-house error while the caller is still on the line. Reason it is here: confirmation step.
Escalation & the numbers you needWho the dispatcher hands to, and the numbers they need in front of them. Fill in your gas utility emergency line and your after-hours number before this script goes on a wall. Reason it is here: the numbers have to be on the sheet, not in someone’s memory.
6Consent languageTwo separate regimes. Texting rests on the TCPA and its FCC rules; recording rests on the federal wiretap statute and your state's. Both have moved recently, so each field carries its own source in the ⓘ beside it.What the dispatcher has to say before promising a text or recording the call.Disclosure required
JurisdictionConsent rules differ by state, and on an interstate call the caller may be somewhere else entirely. Record the state you operate from.
Call-recording basisFederal law lets you record a call you are a party to with one party’s consent (18 U.S.C. § 2511(2)(d)), but a number of states require every party to consent, and the published lists disagree at the edges. Set the basis your own counsel confirmed for your state; while it is unconfirmed this script prints the all-party wording, which is lawful under either regime. Interstate calls are the trap — the caller may be in a different state from the dispatcher. Sources: 18 U.S.C. § 2511(2)(d); Digital Media Law Project, Recording Phone Calls and Conversations.
Recording disclosure — read at the top of the callFederal law lets you record a call you are a party to with one party’s consent (18 U.S.C. § 2511(2)(d)), but a number of states require every party to consent, and the published lists disagree at the edges. Set the basis your own counsel confirmed for your state; while it is unconfirmed this script prints the all-party wording, which is lawful under either regime. Interstate calls are the trap — the caller may be in a different state from the dispatcher. Sources: 18 U.S.C. § 2511(2)(d); Digital Media Law Project, Recording Phone Calls and Conversations.
Appointment textsA purely informational text — "your tech is 20 minutes out" — generally rests on prior express consent, which the caller gives by providing the number for that purpose. Marketing texts are the higher bar. Say what the texts are for when you take the number, and log that you did. Source: 47 CFR § 64.1200(a)(1) and (f)(9).
Marketing opt-inAdvertising or telemarketing calls and texts sent with an autodialer or a prerecorded voice need prior express WRITTEN consent — a signed agreement clearly authorising it (47 CFR § 64.1200(a)(2), (f)(9)). This area is unsettled: the FCC’s one-to-one consent rule was vacated by the Eleventh Circuit in Insurance Marketing Coalition v. FCC (Jan 2025) and the FCC then removed the language, and parts of the 2024 revocation order have had their effective date pushed repeatedly. Treat verbal "sure, text me deals" as insufficient for automated marketing and get counsel on your own opt-in flow rather than relying on a rule that may have moved again. Sources: 47 CFR § 64.1200(a)(2), (f)(9); Insurance Marketing Coalition Ltd. v. FCC (11th Cir., Jan 24 2025) vacating the one-to-one consent rule.
Opt-outA caller may revoke consent by any reasonable means, and a revocation must be honoured within a reasonable time not to exceed ten business days from receipt (47 CFR § 64.1200(a)(10)). Replies such as STOP, QUIT, END, REVOKE, OPT OUT, CANCEL or UNSUBSCRIBE are reasonable means. You cannot designate one exclusive method. Note that the effective date of the part of the order treating a revocation on one topic as applying to all unrelated messages has been extended more than once — confirm the current date before relying on it. Source: 47 CFR § 64.1200(a)(10).