diff --git a/src/app/(protected)/workorders/_components/list/table/cells/site-dialog-poc-section.tsx b/src/app/(protected)/workorders/_components/list/table/cells/site-dialog-poc-section.tsx
index 684d4800..9b81279d 100644
--- a/src/app/(protected)/workorders/_components/list/table/cells/site-dialog-poc-section.tsx
+++ b/src/app/(protected)/workorders/_components/list/table/cells/site-dialog-poc-section.tsx
@@ -10,12 +10,23 @@ type SiteDialogPocSectionProps = {
   primaryRequired?: boolean;
   /** Edits go to the site record rather than only this work order. */
   editsSiteRecord?: boolean;
+  /** The site record did not load, so Save writes this work order only. */
+  siteRecordUnavailable?: boolean;
   onPocNameChange: (value: string) => void;
   onPocPhoneChange: (value: string) => void;
   onPocNotesChange: (value: string) => void;
   onAdditionalContactsChange: (contacts: WorkOrderAdditionalContact[]) => void;
 };
 
+function helperText(editsSiteRecord: boolean, siteRecordUnavailable: boolean): string {
+  if (!editsSiteRecord) {
+    return "Auto-filled from site records when empty. Additional contacts persist on save.";
+  }
+  return siteRecordUnavailable
+    ? "Site record unavailable — changes apply to this work order only."
+    : "Contacts and notes are saved to the site record and apply to all its work orders.";
+}
+
 export function SiteDialogPocSection({
   pocName,
   pocPhone,
@@ -24,6 +35,7 @@ export function SiteDialogPocSection({
   showPrimaryErrors = false,
   primaryRequired = false,
   editsSiteRecord = false,
+  siteRecordUnavailable = false,
   onPocNameChange,
   onPocPhoneChange,
   onPocNotesChange,
@@ -41,11 +53,7 @@ export function SiteDialogPocSection({
       onPocPhoneChange={onPocPhoneChange}
       onPocNotesChange={onPocNotesChange}
       onAdditionalContactsChange={onAdditionalContactsChange}
-      helperText={
-        editsSiteRecord
-          ? "Contacts and notes are saved to the site record and apply to all its work orders."
-          : "Auto-filled from site records when empty. Additional contacts persist on save."
-      }
+      helperText={helperText(editsSiteRecord, siteRecordUnavailable)}
     />
   );
 }
diff --git a/src/app/(protected)/workorders/_components/list/table/cells/site-dialog.tsx b/src/app/(protected)/workorders/_components/list/table/cells/site-dialog.tsx
index 2187a33a..6ee17752 100644
--- a/src/app/(protected)/workorders/_components/list/table/cells/site-dialog.tsx
+++ b/src/app/(protected)/workorders/_components/list/table/cells/site-dialog.tsx
@@ -139,6 +139,7 @@ export function SiteDialog({
               showPrimaryErrors={s.requiresPoc && s.showErrors}
               primaryRequired={s.requiresPoc}
               editsSiteRecord={s.editsSiteRecord}
+              siteRecordUnavailable={s.siteRecordUnavailable}
               onPocNameChange={s.setPn}
               onPocPhoneChange={s.setPp}
               onPocNotesChange={s.setNotes}
diff --git a/src/app/(protected)/workorders/_components/list/table/cells/use-site-dialog-state.ts b/src/app/(protected)/workorders/_components/list/table/cells/use-site-dialog-state.ts
index e08a184e..f23b1b01 100644
--- a/src/app/(protected)/workorders/_components/list/table/cells/use-site-dialog-state.ts
+++ b/src/app/(protected)/workorders/_components/list/table/cells/use-site-dialog-state.ts
@@ -95,6 +95,9 @@ export function useSiteDialogState({
     locationDetailError: liveLocationDetailError,
     fields,
   });
+  // The site failed to load (or the user typed before it did), so Save writes this work order only.
+  const siteRecordUnavailable =
+    editsSiteRecord && Boolean(locId) && !siteRecord.synced && !siteRecord.loading;
   const updateSite = useUpdateSiteContactInfo();
   const pocMissing = !pn.trim() || !pp.trim();
   const requiresPoc = createMode || editsSiteRecord;
@@ -166,6 +169,7 @@ export function useSiteDialogState({
     saving: updateSite.isPending,
     siteRecordLoading: siteRecord.loading,
     editsSiteRecord,
+    siteRecordUnavailable,
     requiresPoc,
     setPn: fields.setPnDirty,
     setPp: fields.setPpDirty,
diff --git a/src/test/app/(protected)/workorders/site-dialog-site-record.test.tsx b/src/test/app/(protected)/workorders/site-dialog-site-record.test.tsx
index 79dfb6a0..121e7dbd 100644
--- a/src/test/app/(protected)/workorders/site-dialog-site-record.test.tsx
+++ b/src/test/app/(protected)/workorders/site-dialog-site-record.test.tsx
@@ -34,6 +34,10 @@ const dallas: Location = {
 
 const sites = [{ id: "1", name: "DAL1" }];
 
+const SITE_RECORD_COPY =
+  "Contacts and notes are saved to the site record and apply to all its work orders.";
+const SITE_UNAVAILABLE_COPY = "Site record unavailable — changes apply to this work order only.";
+
 function renderDialog(overrides: Partial<Parameters<typeof SiteDialog>[0]> = {}) {
   const onSave = vi.fn();
   const onOpenChange = vi.fn();
@@ -87,6 +91,8 @@ describe("Work order Site dialog edits the site record", () => {
     expect(screen.getByTitle("Site location map")).toBeInTheDocument();
     expect(screen.getByText("(214) 555-0100")).toBeInTheDocument();
     expect(screen.getByText("dal1@acme.test")).toBeInTheDocument();
+    expect(screen.getByText(SITE_RECORD_COPY)).toBeInTheDocument();
+    expect(screen.queryByText(SITE_UNAVAILABLE_COPY)).not.toBeInTheDocument();
   });
 
   it("locks the contact fields until the site loads, so typed input is never replaced", async () => {
@@ -118,12 +124,17 @@ describe("Work order Site dialog edits the site record", () => {
     const { onSave, queryClient } = renderDialog();
 
     await waitFor(() => expect(primaryField("POC name")).toBeEnabled());
+    expect(screen.getByText(SITE_UNAVAILABLE_COPY)).toBeInTheDocument();
+    expect(screen.queryByText(SITE_RECORD_COPY)).not.toBeInTheDocument();
     fireEvent.change(primaryField("POC name"), { target: { value: "John" } });
 
     await queryClient.refetchQueries({ queryKey: queryKeys.locations.detail("1") });
     await waitFor(() => expect(getById).toHaveBeenCalledTimes(2));
     await screen.findByText("(214) 555-0100");
 
+    // The typed input stays on the work order, so the copy still says so after the refetch.
+    expect(screen.getByText(SITE_UNAVAILABLE_COPY)).toBeInTheDocument();
+    expect(screen.queryByText(SITE_RECORD_COPY)).not.toBeInTheDocument();
     expect(primaryField("POC name")).toHaveValue("John");
     expect(primaryField("POC name")).toBeEnabled();
     expect(primaryField("POC phone")).toHaveValue("(000) 000-0000");