Quote Follow-Up
Drafts a short follow-up message to a customer who received a quote but has not responded. Use it three to five business days after sending the original proposal.
Libraries · trades · customer-comms
Customer Communication
Quotes, confirmations, the running-late text, the bad-news call, and the review ask: the messages that fill a trade workday, drafted so you can send them from the truck.
Appointment Confirmation and Reminder
Drafts a confirmation message sent when the appointment is booked and a reminder sent the day before. Use it for any scheduled service call, estimate visit, or installation.
Running-Late Notice
Drafts a short message telling a customer you are running behind schedule. Use it the moment you know you will miss your arrival window, not after you are already late.
Job Completion Summary
Drafts a short written summary of what was done on a job, sent to the customer after the work is finished. Use it to confirm completed work, reinforce professionalism, and reduce callback calls asking what was done.
YOUR NAME OR BUSINESS NAME ·TRADE ·CUSTOMER NAME ·JOB ADDRESS ·WORK COMPLETED ·DEFERRED ITEMS ·FOLLOW-UP ·INVOICE NUMBER OR PAYMENT CONFIRMED ·YOUR PHONE OR EMAIL
## Context
You are [YOUR NAME OR BUSINESS NAME], a [TRADE, e.g., licensed electrician, HVAC technician, plumber]. You just finished a job for [CUSTOMER NAME] at [JOB ADDRESS]. Work completed: [WORK COMPLETED, list what was done, including any materials installed or replaced]. Any issues found but not addressed today: [DEFERRED ITEMS, or write "none"]. Any follow-up needed: [FOLLOW-UP, e.g., "customer should call if the breaker trips again," or write "none"]. Invoice or payment reference: [INVOICE NUMBER OR PAYMENT CONFIRMED].
## Task
Write a job completion summary to send the customer. Cover:
- A plain-language summary of what was done.
- Any items found but not fixed today, and why (if I listed any).
- Any follow-up the customer should watch for or do.
- A thank-you and your contact info for questions: [YOUR PHONE OR EMAIL].
## Standards
- Under 200 words.
- Write in plain language the customer can read and save. No trade jargon unless the customer needs it for warranty records.
- Do not add work that is not on my list. Do not invent materials, findings, or recommendations I did not supply.
- Do not state costs, warranty terms, or code compliance claims unless I provided them.
- If there are deferred items, describe them factually. Do not diagnose causes or promise outcomes.
If the work completed list is missing or unclear, ask before drafting.BEFORE YOU RUN IT
- Your completed work list from the job ticket or field notes, not from memory
- Any deferred items with your actual reason for deferring them
- Follow-up instructions or watch-for items you told the customer on site
- All materials, measurements, and part numbers come from your own job records, not from the AI
- Privacy: keep the customer's personal details and payment information out of the prompt
VERIFY BEFORE IT LEAVES YOUR HANDS
- Every item on the completed work list matches your job ticket, not a paraphrase the AI created
- No materials, part numbers, or quantities appeared that you did not supply
- No warranty terms, warranty duration, or code compliance claims were added that you did not provide
- Deferred items are described factually, without invented diagnoses or cost estimates
- Your contact information is correct
- The customer can save this message as a plain-language record of the work
Sample output
Sample output. Generated by AI from sample inputs:
Subject: Work completed at your home today - Ridgeline Electric
Hi Mrs. Delgado,
Here is a summary of what we completed today at 2241 Fairview Lane:
- Replaced the failed 200-amp main breaker in the panel
- Tested all circuits and confirmed proper operation
- Installed a new GFCI outlet in the garage to replace the non-functioning one
One item we noted but did not address today: the outdoor weatherhead shows some wear and may need attention within the next year or two. It is not urgent, but worth watching. We can quote that separately when you are ready.
Payment received per invoice #2847. Thank you for having us out, and for the coffee.
If anything comes up or you have questions, call or text me at (512) 555-0182.
Dan Kowalski
Ridgeline Electric CUSTOMIZATION
For commercial customers, match the format to whatever they need for maintenance records, including asset tags or equipment serial numbers if you have them. For larger jobs with multiple trades or phases, a bulleted list by area (kitchen, panel room, exterior) is easier to follow than one long paragraph. If the customer will submit this to a home warranty company, add the model and serial numbers of any equipment you touched.
Price Change Explanation
Drafts a message explaining a price increase during an active job or at the time of a new quote. Use it when materials costs, scope changes, or unforeseen site conditions push the price above the original estimate.
Unhappy Customer Response
Drafts a professional response to a customer complaint about your work or service. Use it when a customer is upset and a thoughtful written reply is better than a reactive phone call.
Review Request
Drafts a short message asking a satisfied customer to leave an online review. Use it within a day or two of completing a job the customer was happy with.
Deposit Request Message
Drafts a message asking a customer to pay a deposit before work begins. Use it when you have accepted a job and need to secure the start date or cover material costs.
Scheduling and Access Message
Drafts a message coordinating the logistics of an upcoming job: when you are arriving, what the customer needs to have ready, and how to handle access to the property or work area. Use it a day or two before any job that requires preparation on the customer's end.
No-Show Follow-Up
Drafts a message to a customer who was not home or available at a confirmed appointment. Use it within an hour of the missed appointment to keep things professional and give the customer a path to reschedule.
Warranty Callback Response
Drafts a professional response to a customer who has called or messaged about a warranty issue after a completed job. Use it to acknowledge the request, set expectations, and schedule a return visit without admitting liability before you have investigated.
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Unlock free with an account →Bad-News Delivery (Found More Problems)
Drafts a clear, calm message to a customer explaining that additional problems were found during the job. Use it any time the scope changes after you open a wall, pull a panel, or get into the work.
TRADE/COMPANY NAME ·TRADE TYPE ·CUSTOMER NAME ·ORIGINAL SCOPE ·ADDITIONAL PROBLEMS FOUND ·ON SITE STATUS ·CONTACT METHOD
## Context
You are helping [TRADE/COMPANY NAME], a [TRADE TYPE - e.g., licensed electrician, plumbing contractor] write a message to their customer [CUSTOMER NAME]. The job started as [ORIGINAL SCOPE]. After opening up the work, the tech found these additional problems: [ADDITIONAL PROBLEMS FOUND]. The customer is on site / not on site: [ON SITE STATUS].
## Task
Write a short message to the customer that:
- States what was found, in plain terms the customer can understand. No jargon.
- Explains briefly why it matters and why work cannot safely or legally proceed without addressing it.
- Gives the customer three things: what it will cost to fix, approximately how much time it adds, and what happens if it is left as-is.
- Asks the customer for a decision: proceed with the additional work, or stop here.
- Closes with a direct contact number or reply method: [CONTACT METHOD].
## Standards
- Under 200 words. Short sentences. Plain trade language.
- Do not invent prices, time estimates, material quantities, or code citations. Use only what I provide above.
- Do not diagnose causes or predict outcomes beyond what the tech observed.
- No blame toward the customer, the previous contractor, or the manufacturer.
- If local code or safety is mentioned, it must come from information I provide, not from the AI.
- End with a clear ask: proceed or stop. No ambiguous close.
If the additional problems, the cost, or the on-site status above are missing or unclear, ask before drafting.BEFORE YOU RUN IT
- A plain-language description of what was found, written by you or the tech who saw it, not by the AI
- Your actual cost estimate for the additional work, from your own pricing or supplier quotes, not a guess
- The time this will add to the job, based on your experience
- Any code or safety reason the additional work cannot be skipped, stated by you, not derived by the AI
- Keep customer personal information and payment details out of the prompt
VERIFY BEFORE IT LEAVES YOUR HANDS
- Every dollar figure in the message matches your actual estimate. Recheck each one by hand before sending.
- Time added to the job matches what you told your tech and your schedule, not a number the AI rounded up or down
- No code section, OSHA rule, or safety standard appears in the message unless you provided it. The AI will invent plausible-sounding citations.
- The plain-language description of the problem matches what the tech actually found, not a paraphrase that overstates or understates
- The what-happens-if-left-as-is sentence is honest and limited to what you observed. No catastrophizing and no false reassurance.
- The message asks the customer for a decision and makes the next step clear
Sample output
Sample output. Generated by AI from sample inputs:
Hi Mrs. Garza,
We opened the wall at the master bathroom and found more than a leaking P-trap. The drain line has a section of corroded galvanized pipe about 18 inches long that is down to roughly half its original wall thickness. It will fail, and soon.
We can replace that section now while we are in the wall. Cost to add this: $285 in parts and labor. It adds about 45 minutes to today's job.
If we leave it, the existing leak repair will hold, but that galvanized section is a separate failure waiting to happen. You would be looking at another service call and another opened wall when it goes.
We are paused right now waiting on your call. Let us know how you want to proceed and we will get moving.
Call or text Mike at (555) 410-2200.
Ridgeline Plumbing CUSTOMIZATION
For commercial jobs or property managers, add a line about permit implications if the additional work requires a change order or new permit pull. For warranty or insurance work, note that the additional scope may need separate authorization from the carrier or home warranty company before you begin. Adjust length to match your customer communication style, but keep the decision ask at the end.
Past-Due Payment Reminder
Drafts a professional, direct message reminding a customer that an invoice is overdue. Use it after the payment date passes with no payment received.
Final Invoice Message
Drafts the message that delivers a final invoice when a job is complete. Use it to summarize the work, state the total, and make paying easy.
Referral Request
Drafts a short message asking a satisfied customer to refer friends, family, or neighbors. Use it after a job closes well and the customer has expressed satisfaction.
Maintenance Reminder Campaign
Drafts a seasonal maintenance reminder to send to past customers. Use it to fill the schedule in slow seasons and keep relationships active with customers who have not called in a while.
Expired Estimate Notice
Drafts a message to a customer whose estimate has passed its expiration date. Use it before re-quoting to let the customer know the old price is no longer valid and give them a simple path forward.
Job Delay Notification
Drafts a message notifying a customer that their job start or completion will be delayed. Use it as soon as you know about the delay, not after the original date passes.
Honest Upsell Recommendation
Drafts a message recommending additional or upgraded work to a customer without applying pressure. Use it when you see something worth addressing but the customer has not asked about it.
Customer Text Templates
Builds a set of short text-message templates for common situations: appointment confirmation, on-my-way notice, job-complete note, and follow-up. Use it to create a consistent texting style for the whole crew.
Emergency Call Triage Script
Builds a phone script for the dispatcher or tech taking an emergency call. Use it to get the right information fast, set expectations, and dispatch the right person.
New Customer Welcome and What to Expect
Drafts a welcome message for a new customer who has just booked their first job. Use it to set expectations, reduce no-shows and last-minute questions, and start the relationship on a professional note.
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- This library is not legal, financial, tax, or licensing advice. Contracts, warranties, and policies should be reviewed before you rely on them.
- AI output is a first draft. Recompute every total by hand. Every price, measurement, and material quantity must come from your own takeoff and supplier quotes, not the AI.
- Verify every code, permit, and safety claim against your locally adopted code and OSHA. You remain responsible for compliance and for customer data.