Identify the opening
Write down the bay number, door type, manufacturer, model, and fault code if visible from a safe location. You do not need a diagnosis. “Bay 12 is stuck open” is useful information.
Explain the operational impact
State whether shipping is stopped, the building cannot be secured, a trailer is at the dock, or an alternate bay is available. Avoid assuming an arrival time until the contractor confirms it.
Prepare the visit
Provide the on-site contact, access gate, service window, purchase-order procedure, and any vendor requirements. The contractor should confirm scope, pricing, and authorization before work.
Keep people clear
Follow the facility’s procedures for isolating damaged equipment and controlling access. Do not try to adjust springs, lift damaged doors, work beneath a raised leveler, or bypass safety devices.