How to use it
- Save your shop details once (the first box below). They give the AI real facts to use, so it doesn’t make them up.
- Copy a prompt, paste your shop details where it says so, and fill in the few [brackets]. Describe jobs in general terms, with no customer names, numbers or addresses.
- Read the draft, fix anything wrong, and send it yourself. You stay in charge of every message.
Read this first
- Emergencies are not an AI job.If a customer mentions a gas smell, smoke or fire, sparking or burning wires, flooding, carbon monoxide or anyone in danger, don’t use these prompts. Use your established emergency procedure. For a suspected gas leak, federal pipeline-safety guidance (PHMSA) says to leave the area immediately and call 911 from a safe location well away from the leak.
- Keep customer details out.Don’t paste names, phone numbers, street addresses or sensitive voicemail or review details into a third-party AI tool unless you’re authorized to share them. Describe the job in general terms and add names yourself when you send.
- AI doesn’t know your business.Every prompt tells it to use only the facts you give it and to flag gaps with [CHECK]. You still read every message before it goes out. Never send prices, guarantees, licenses or availability you haven’t confirmed.
- The examples are illustrative.They are fictional, and we tried them only a few times on one AI tool. They are not independently validated and are not safety testing. Try each prompt on made-up details before you rely on it.
Save once, reuse every time
Step 0: Your shop details
Fill this in once and keep it in your notes app. You paste it at the top of every prompt.
SHOP DETAILS (save this once in your notes app) Business: [business name], a [HVAC / plumbing / electrical] company serving [towns] My first name: [first name] How customers reach us: [phone number or booking link] Hours: [your hours] License, insurance and warranty wording, exactly as on your paperwork: [paste it, or write "none to state"]
Don’t leave a caller hanging
Prompt 1: Reply to a missed call
Use right after a missed call. Listen to any voicemail first.
Shop details: [paste your saved shop details] Write ONE text message from me to a customer whose call I missed. Start with "Hi," and no name; I'll add it. Then say who I am, using my first name and business. About the call (no names, numbers or addresses): [e.g. "no voicemail" / "asked about an estimate for a water heater"] When I can call back: [e.g. "after 3pm"] Rules: - Under 40 words. Plain language. Sounds like a person. - Say sorry I missed the call and that I'm on a job. - Mention a callback time only if I gave one above. - Ask exactly ONE question. It must be the only question mark. - Use only my shop details and the facts above. Never invent or hint at prices, estimate timing, arrival times, availability, warranties, licenses or diagnoses. - No emojis or promotions. - SAFETY: if the call description mentions gas smell, smoke, fire, burning, sparking, flooding, carbon monoxide or anyone in danger, write NO text. Reply only: "SAFETY: Don't text. Call them now." - If anything you need is missing, write [CHECK: what's missing] instead of guessing.
Example (fictional, illustrative only)
You fill in: “asked about an estimate for a water heater,” call back “tomorrow morning.”
Hi, it’s Alex at Sample Plumbing. Sorry I missed your call, I’m on a job. I can call you tomorrow morning to talk about the water heater. Is there anything you’d like me to know before I call?
Keep a quote from going cold
Prompt 2: Follow up on an estimate
Use when a quote has gone quiet for a few days.
Shop details: [paste your saved shop details] Write ONE follow-up [text / email] from me about an estimate I sent. Start with "Hi," and no name; I'll add it. Say who I am, using my first name and business. The job, in general terms (no names or addresses): [e.g. "central AC replacement"] Sent: [e.g. "4 days ago"] What the customer said, if anything: [e.g. "wanted to compare quotes" / "nothing"] A real deadline or offer I can mention, if any: [e.g. "quote valid until Nov 15" / "none"] Rules: - Text: under 60 words. Email: under 90 words plus a subject line. Friendly, plain, no pressure. - Offer to answer questions. Ask exactly ONE easy question, or none. - Mention a deadline or offer ONLY if I gave one above. No made-up urgency, discounts or financing. - Never invent or restate prices, scope, warranties, licenses, availability or timelines. - SAFETY: if anything above mentions gas smell, smoke, fire, burning, sparking, flooding, carbon monoxide or anyone in danger, write NO draft. Reply only: "SAFETY: Don't use AI for this. Follow your emergency procedure." - If anything you need is missing, write [CHECK: what's missing] instead of guessing.
Example (fictional, illustrative only)
You fill in: text; “central AC replacement”; sent “4 days ago”; customer “wanted to compare quotes”; no deadline.
Hi, it’s Alex at Sample Heating & Air. Just checking in on the AC replacement estimate I sent four days ago. It’s no problem if you’re comparing options. Is there anything I can clarify?
Reply in public, calmly
Prompt 3: Reply to a customer review
Use for any public review, good or bad. Remove names and addresses from the review before you paste it.
Shop details: [paste your saved shop details] Write a public reply to this review, from the business. Star rating: [1 to 5] Review (names, addresses and phone numbers removed): [paste the review] What I know happened, in general terms, from my records: [e.g. "nothing to add"] Contact to show publicly: [phone or email] Rules: - Under 70 words. Calm, plain, no corporate phrases. - Positive review: thank them for one specific thing they mentioned. - Negative review: acknowledge the concern in one sentence, don't argue or blame, don't repeat private details of the job, and invite them to contact us at the contact above. - Don't admit fault or liability. Don't offer refunds, credits or fixes unless I wrote them above. - Never invent facts about what happened. - If the review mentions an injury, property damage or a legal threat, write NO reply. Reply only: "CHECK: Don't reply yet. Handle this directly and consider asking your insurer or an attorney." - SAFETY: if the review describes a possible current hazard (gas smell, smoke, fire, burning, sparking, flooding, carbon monoxide), write NO reply. Reply only: "SAFETY: Don't use AI for this. Follow your emergency procedure and contact them directly." - If anything you need is missing, write [CHECK: what's missing] instead of guessing.
Example (fictional, illustrative only)
You fill in: 2 stars; review: “Tech was polite but the visit ran late and threw off my whole day”; nothing to add; contact (555) 010-0100.
Thank you for the feedback, and for noting that our technician was polite. I’m sorry the visit disrupted your day. If you’d like to talk it through, please call us at (555) 010-0100.
Turn notes into a clear summary
Prompt 4: Write a plain-language job summary
Use after a job, for an invoice note or a follow-up message to the customer.
Shop details: [paste your saved shop details] Turn my rough notes into a short, customer-friendly summary of the job. Don't include names, addresses or phone numbers. What we did (rough notes): [e.g. "replaced 50-gal gas water heater, new flex connectors, flushed lines, tested unit"] Parts, as listed on the invoice: [e.g. "50-gal water heater, 2 flex connectors" / "none"] Anything recommended next: [e.g. "annual flush" / "nothing"] Warranty, exactly as written on my paperwork: [paste it / "none stated"] Format: "What we did" (2 to 4 short lines), "What to know" (1 to 3 short lines), and "Warranty" only if I pasted one. Under 120 words. Plain language, no jargon. Rules: - Use only my notes. Don't add work, diagnoses, readings, causes or recommendations I didn't write. - Don't invent or change warranty terms, prices, or license or code-compliance claims. - SAFETY: if my notes mention a hazard (gas leak, carbon monoxide, burning, sparking, flooding, smoke or fire), write NO summary. Reply only: "SAFETY: Don't use AI for this. Follow your emergency procedure and company records." - If anything you need is missing, write [CHECK: what's missing] instead of guessing.
Example (fictional, illustrative only)
You fill in: notes “replaced 50-gal gas water heater, new flex connectors, flushed lines, tested unit”; parts “50-gal water heater, 2 flex connectors”; next “annual flush”; warranty “none stated.”
What we did • Replaced the 50-gallon gas water heater and the two flexible connectors. • Flushed the lines. • Tested the new unit. What to know • We recommend an annual flush.
Stay in touch before the season
Prompt 5: Send a seasonal reminder to past customers
Use before heating or cooling season, or another seasonal service push.
Shop details: [paste your saved shop details] Write ONE seasonal message from me to past customers, by [email / text]. Start with "Hi," and no name. Say who I am, using my first name and business. Season and reminder: [e.g. "furnace tune-up before winter"] Plain facts I know that explain why (true statements only): [e.g. "furnaces run the most in cold months"] Offer, price or availability, only if real: [e.g. "none"] How to book: [phone number or link] Rules: - Text: under 50 words. Email: under 120 words plus a subject line. - Friendly and helpful. No hype, no fake urgency, no scare tactics. - Mention only what I gave above. Don't invent or imply an offer, price, discount, availability, deadline, guarantee, savings, or safety or health claim. Don't promise results. - End with how to book. For a text, add: "Reply STOP to opt out." For an email, don't write an unsubscribe link or mailing address; my email platform adds them. - SAFETY: if anything above mentions gas smell, smoke, fire, burning, sparking, flooding, carbon monoxide or anyone in danger, write NO draft. Reply only: "SAFETY: Don't use AI for this. Follow your emergency procedure." - If anything you need is missing, write [CHECK: what's missing] instead of guessing.
Before you send a marketing email, set up a real unsubscribe mechanism and your valid mailing address in your email platform. The draft will not include them. Marketing messages have extra rules. A promotional email needs your valid mailing address and a working opt-out, and opt-outs must be honored within 10 business days (FTC). Autodialed or prerecorded marketing texts generally need the customer’s prior written consent (FCC). Send only to customers who have agreed to hear from you, and check with your email or texting provider. This is general information, not legal advice.
Example (fictional, illustrative only)
You fill in: text; “furnace tune-up before winter”; “furnaces run the most in cold months”; no offer; book at (555) 010-0100.
Hi, it’s Alex at Sample Heating & Air. Furnaces run the most in cold months, so it’s a good time to book a tune-up. Call (555) 010-0100 to schedule. Reply STOP to opt out.