How to use these prompts
Copy a prompt, replace the bracketed details with your own information, and review the result before using it. Adding details about your company, service area, and tone makes the output much better. Never paste customer personal information into public AI tools.
Customer communication
"Write a friendly text confirming an AC repair appointment for [day] between [time window]. Mention the technician will call 30 minutes before arrival. Under 300 characters."
"A customer is upset that their technician arrived two hours late. Write a calm, sincere apology email that explains we're reviewing our scheduling and offers [resolution]. Don't make excuses."
Maintenance plans
"Explain our HVAC maintenance plan to a homeowner in plain language. It includes [number] visits per year, [benefits]. Keep it under 150 words and avoid promising that breakdowns won't happen."
Technician reports
"Turn these technician notes into a short, customer-friendly summary with sections for what we found, what we did, and recommendations: [notes]."
Marketing
"Create a list of 12 social media post ideas for an HVAC company in [city] for the fall season. Mix tips, behind-the-scenes, and maintenance reminders."
Hiring
"Write a job post for an HVAC service technician at a family-owned company in [city]. Include [pay range], [schedule], training opportunities, and what a typical day looks like."
Tips for better results
Give AI examples of messages you like, ask for several versions, and tell it what to change. Save prompts that work in a shared document so your whole team can use them. Always verify technical details, prices, and promises before anything reaches a customer.
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