A handoff template for a new lead

A lead often loses context when passed between helpers. A structured handoff can prevent repeated calls and accidental overstatement. Keep it private and send it only to people responsible for handling the information.

Start with the actual observation

Describe what the source reported without adding a theory. Include the event time and place, then state when and how you received the information. These may be different dates or time zones.

A lead label is useful for coordination, but it should not imply that an identity or location has been verified.

Lead reference: [local note number].
Source and private contact: [details].
Reported observation: [plain account].
Event time and location: [known details and uncertainty].
Already passed to: [authorized recipient and time].
Next agreed action: [owner or awaiting instruction].

Include what remains unresolved

Say whether the source is direct, whether a photograph is available through an appropriate channel, and whether the timing is approximate. If the same account appears in several messages, explain that they may originate from one witness.

Confirm the handoff

Ask the receiving person to acknowledge responsibility for the next step where appropriate. Record that acknowledgement without repeatedly circulating the sensitive material.

If the information describes immediate danger, contact the emergency service directly. A coordination template is not a queue for urgent information. For routine updates, the handoff should let a new helper continue the task without inventing missing context or asking the family to repeat the entire story.