# 150 AI prompts for HVAC Pros

> Every prompt title in AI for HVAC Pros, grouped as the book groups them. Twelve are printed in full, free.

*Every prompt title in AI on the Job: HVAC Pros Edition. Twelve printed in full; the rest are in the book.*

## Setup & Voice (Prompts 1–15)

- **#1 Your permanent profile** — Paste into custom instructions: “I run a [SIZE]-person HVAC company in [CITY, STATE] called [BUSINESS NAME]. We do [residential service and replacement / light commercial]. Typical work: [TOP 5]. Customer-facing writing: professional, plain, brief, 8th-grade level, no hype, no exclamation points, no scare tactics. Estimates and prices: always leave numbers as blanks unless I give them. Never state equipment sizes, SEER ratings, or rebate amounts I didn’t give you.”
- #2 The tone calibrator
- #3 The plain-English filter
- #4 Shorter, always
- #5 Three versions
- #6 The de-jargonizer
- #7 Teach it your voice
- #8 The reverse brief
- #9 Fix my dictation
- #10 Translate for texting
- #11 The second opinion
- #12 Explain like a lead tech
- #13 The checklist maker
- #14 Spanish version
- #15 What did I forget

## Replacement Quotes & Estimates (Prompts 16–40)

- **#16 The replacement quote engine** — “Turn my notes into a customer-ready replacement quote description: WHAT WE FOUND (system condition in plain English, no scare language), WHAT WE RECOMMEND AND WHY, WHAT’S INCLUDED (equipment, labor, permit, disposal, warranty registration — only what I mentioned), WHAT’S NOT INCLUDED (duct repairs, electrical panel work, anything I flagged). Every price stays $____, every rating stays [SEER]. No guarantee, rebate, or code language I didn’t state. Under 300 words. Notes: [VOICE RAMBLE].”
- #17 The survey capture
- #18 Scope tightener
- #19 Good-better-best
- #20 The same-day cover note
- #21 After-hours repair quote note
- #22 Repair vs. replace
- #23 The permit paragraph
- #24 The ‘why so much’ reply
- #25 Price-match pushback
- #26 The apples-to-apples sheet
- #27 Financing mention
- **#28 The revision note** — “Customer asked to [CHANGE, e.g., drop the duct sealing / step down to the base option]. Write the short note with revised quote #2: what changed, what didn’t, new total as $____, and that the original option stays open.”
- #29 Decline-the-job letter
- #30 The price-hold note
- #31 Light-commercial bid cover letter
- #32 Scope-of-work for subs
- #33 The quote template audit
- #34 The heat pump explainer
- #35 System-plus-ductwork narrative
- #36 Mini-split options
- #37 The ‘found more’ change order
- #38 Warranty terms paragraph
- #39 The IAQ add-on menu
- #40 Estimate-to-invoice handoff

## Customer Communication & the Crush (Prompts 41–65)

- **#41 The message kit** — “Write my 10 standard customer texts in my voice: confirmation, day-before reminder with filter-access note, on-my-way + ETA, running late + new ETA, job complete + thanks, 3-day quote follow-up, reschedule request, after-hours auto-reply with true-emergency criteria, warranty acknowledgment, review request. Under 45 words each, [BRACKETS] for variables.”
- #42 The two-window offer
- #43 The no-show save
- #44 The heat-wave triage kit
- #45 The freeze-night triage kit
- #46 Day-of install prep
- #47 The completion walkthrough text
- #48 Bad news, delivered well
- #49 It’s a new problem, not a callback
- #50 The genuine callback
- #51 The 10 p.m. no-cool reply
- #52 Wake the quiet quote
- **#53 The maintenance-window offer** — “Write a ‘beat the rush’ booking text to past customers for [SPRING COOLING / FALL HEATING] tune-ups: honest pitch that a tune-up now means priority when the [HEAT/COLD] hits, relaxed scheduling, price $____, one line on what a tune-up actually includes. Under 60 words, helpful neighbor tone.”
- #54 Warranty registration reminder
- #55 The access apology
- #56 Explaining the service call fee
- #57 The landlord authorization script
- #58 Tenant coordination
- #59 The elderly-customer version
- #60 The GC / property manager update
- #61 Holiday hours announcement
- #62 The referral thank-you
- #63 Difficult customer de-escalation
- #64 The scope-creep boundary
- #65 The goodbye letter

## Money & Maintenance Agreements (Prompts 66–85)

- **#66 Self-explaining invoice** — “Turn my job notes into invoice line items: one line per distinct piece of work, 1–2 homeowner-clear sentences each (what failed, what we did, why it matters), diagnostic as its own line, refrigerant noted by type and amount if I mentioned it, amounts $____, no warranty language I didn’t state. Notes: [PASTE].”
- #67 The deposit request
- #68 Progress-payment schedule
- #69 The receipt-with-a-future
- #70 The collection ladder
- #71 The payment-plan yes
- #72 The bounced check note
- #73 Estimate vs. final explainer
- #74 The agreement pitch
- #75 Distributor quote request
- **#76 The backorder workaround** — “[PART/EQUIPMENT] is backordered [N] weeks. Write two messages: one to the customer (honest delay note, interim option if any — [PORTABLE/WINDOW UNITS / SPACE HEAT GUIDANCE], new timeline), one to my distributor asking for in-stock equivalents [SPECS THAT MUST MATCH, including AHRI-matched pairing].”
- #77 Warranty claim to manufacturer
- #78 Paper-trail email
- #79 The renewal letter batch
- #80 Insurance documentation
- #81 The subcontractor invoice check
- #82 Tax-time summary
- #83 The insurance-friendly refusal
- #84 The paid-assessment note
- #85 End-of-week money sweep

## Reviews & Reputation (Prompts 86–105)

- **#86 Review reply batch** — “This week’s reviews: [PASTE, names removed]. Reply to each: 1–3 sentences, my voice, thank them, mention the job type once, vary wording so they don’t read templated. Under 4 stars: draft but mark HOLD FOR MY REVIEW.”
- #87 The 5-star with a detail
- #88 The 4-star with a niggle
- #89 The 3-star mystery
- #90 The factually-wrong review
- #91 The never-a-customer review
- #92 The 1-star response
- #93 The review-bomb triage
- #94 The timed review ask
- #95 The big-install ask
- #96 The second ask (one only)
- #97 Testimonial to website copy
- #98 The case study
- #99 The milestone post
- #100 The apology that closes the loop
- #101 The photo permission ask
- #102 The BBB/complaint-portal response
- #103 The reputation audit
- #104 Competitor review mining
- #105 The Nextdoor answer

## On the Job (Prompts 106–120)

- **#106 The honest explainer** — “Explain [FINDING — cracked heat exchanger on camera / low charge indicating a leak / crushed duct starving a room] to a homeowner with zero HVAC knowledge: one everyday analogy, what we actually measured or saw [I’LL INSERT READINGS/PHOTOS], what it means practically, the real options including doing nothing with its honest tradeoff, my recommendation and why. Calm, factual, zero fear language — no ‘dangerous,’ no health claims unless I explicitly state a safety condition my readings justify. Under 180 words, kitchen-table conversational.”
- #107 The phone-triage thinker
- #108 The bulletin distiller
- #109 The diagnostic rubber duck
- #110 The pick list
- #111 Multi-job day loadout
- #112 The old-house wildcard list
- #113 Time estimator sanity check
- #114 The safety minute
- #115 The permanent record
- #116 The handoff brief
- #117 Apprentice explainer
- #118 The photo log captions
- #119 End-of-day brain dump
- #120 The ‘should I take this job’ gut-check

## Marketing & Growth (Prompts 121–145)

- **#121 Profile overhaul** — “Write my Google Business Profile: description under 750 characters naming services and [AREA] naturally; services list with one-sentence plain descriptions for [SERVICES]; answers to the 8 questions homeowners always ask an HVAC company (emergencies, free replacement estimates, licensed/insured, brands serviced, financing, maintenance plans, peak-season speed, service call fee) — 2–3 sentences each, my voice, unknown facts as [BLANK].”
- #122 The photo strategy
- #123 Service page
- #124 Town page
- #125 A month of posts
- #126 The FAQ goldmine
- #127 Seasonal calendar
- #128 The neighborhood blitz
- #129 The realtor letter
- #130 Property manager pitch
- #131 Seasonal campaign
- #132 The email newsletter (quarterly, short)
- **#133 Radio/podcast ad script** — “30-second local radio script: the AC-quits-on-the-hottest-Friday scene, one differentiator [REAL ONE, e.g., techs paid salary not commission], name and number twice, no shouting, no rhymes, no fear angle — the heat sells itself.”
- #134 The truck-wrap brief
- #135 Website home page
- #136 Google Ads starter
- #137 The recruiting post
- #138 The trade-school pipeline letter
- #139 Community sponsorship post
- #140 The win-back offer
- #141 Review-to-ad pipeline
- #142 The ‘we do that too’ campaign
- #143 Competitor-gap positioning
- #144 The agreement sales page
- #145 Marketing month in 60 minutes

## Admin & Momentum (Prompts 146–150)

- **#146 The Monday morning brief** — “Organize my week from this mess: [PASTE JOBS / PROMISES / DEADLINES / PARTS DUE IN]. Output: this week’s schedule conflicts, the 3 revenue-critical items, calls owed today, and what I’m forgetting based on what I told you last week [IF IN THIS CHAT].”
- #147 The SOP writer
- #148 The meeting-with-myself
- #149 The delegation test
- #150 The edition-one graduation


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*AI on the Job Press · Greenlight Publishing · 2027 edition*