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Take the report while it is fresh

Ask the occupant what fuel or package was used, whether a gas flame was also present and whether there was unusual smoke or another event. Record only what they know. If the manager discovered debris afterwards rather than witnessing the event, say so. Do not relight the unit, move the gas logs or clean the burner for the visit. For an active fire or suspected gas leak, leave immediately and contact emergency services or the fuel supplier from safety.

Define the inspection around the incident

An ordinary seasonal reminder and a report of solid fuel burned in a gas appliance are different reasons to book. Tell the coordinator the burner model if known, the affected room and any instructions left by responders. The qualified assessor can determine what parts of the burner and venting system need evaluation. Real Fyre, for example, prohibits solid fuel while its G45-2 gas burner is installed. Other appliances must be checked against their own instructions.

Keep the booking attached to the actual residence

A rental manager may have keys to several Lely Resort homes. Identify the unit receiving the visit and who can approve follow-up. The Lely Resort CDD describes district infrastructure; a district reference or community name alone does not identify the party responsible for a privately installed appliance. Keep any access instructions private and agree who will receive the written status.

Correct the guest handover after the service visit

If unsuitability or damage is found, record the next action and the owner responsible. If a qualified provider later clears the appliance for its documented gas use, replace any misleading photos or guest instructions suggesting wood can be burned. A decorative change can prevent confusion, but it does not address physical damage from the event. Keep the inspection and guest communication as separate completed items.