Companion to The No-Hype AI Playbook
The Expanded Prompt Library
For Construction, Trades, and Home Services Businesses
75+ Ready-to-Use Promptsfor the work that keeps you up past 10 PM
How to Use This Library
This is a working tool, not a book to read front to back. Find the section that matches what's on your desk right now. Click Copy Prompt, paste it into ChatGPT, Claude, or whatever AI tool you use, fill in the brackets, and edit the output until it sounds like you.
A few rules of the road:
- Always edit before sending. These prompts produce strong first drafts. They do not produce final copy.
- Never trust AI with numbers. Prices, measurements, dates, totals — verify every one yourself.
- Replace anything in [BRACKETS]. If you don't, the AI will guess or invent. Both ruin the output.
- Use your real voice in the prompt. The closer the input is to how you actually talk, the closer the output will sound like you.
- Start with Section 1. Estimates and proposals are where AI saves the most time for the most contractors.
Section 1: Estimates, Bids & Proposals
These prompts turn rough job notes, voice memos, or scribbled site visits into clean written estimates and proposals. The goal isn't to make AI write your bid — it's to handle the typing and formatting so you can spend your time actually pricing the job right.
1.1 — Turn rough job notes into a clean estimate
When to use it: You walked the job, scribbled notes, and now need to send a polished estimate before the customer forgets your face.
The prompt:
You are helping me draft a clean, professional written estimate for a residential client. Job notes: [PASTE YOUR ROUGH NOTES — MATERIALS, LABOR ESTIMATE, SCOPE, TIMELINE] Customer: [NAME, ADDRESS, PROPERTY TYPE] Write the estimate with: - A short opening line thanking them for the opportunity - A clear scope of work in plain language (no jargon) - A breakdown by phase or section (materials and labor combined per line) - Estimated start date and total project duration - Payment terms: [E.G., 50% DEPOSIT, BALANCE ON COMPLETION] - A clear total dollar amount - A short closing about next steps Tone: direct, confident, no sales fluff. Length: under one page.
What to do with the output: Paste into your estimate template, double-check the numbers, and send. Don't let AI calculate prices — only format them.
1.2 — Convert a phone call into a written estimate
When to use it: Customer called, described the job over the phone, and you need to send a ballpark estimate before EOD.
The prompt:
I just got off a call with a potential customer. Here's what they described: [PASTE OR SUMMARIZE WHAT THEY SAID] Trade: [YOUR TRADE] Ballpark price range I want to quote: [LOW END] to [HIGH END] Write a "phone call estimate" email that: - Recaps what I understood them to need (so they can correct me if I'm wrong) - Gives a price range, not a firm number - Explains what would need to happen to give them a firm quote (site visit, more info, etc.) - Asks for the next step (schedule visit / send photos / call back) - Is under 200 words Tone: professional but conversational. Not formal.
What to do with the output: This protects you from being held to a number you gave over the phone, and gets the next step on the calendar.
1.3 — Write a scope of work in plain English
When to use it: You know what the job involves but writing it down so a customer understands always takes 30 minutes.
The prompt:
Write a scope of work section for a [TRADE] proposal. The job involves: [BULLET POINT THE WORK — MATERIALS, STEPS, INCLUSIONS, EXCLUSIONS] Format: - Use plain English a homeowner can understand - Group related work into phases (Prep / Install / Cleanup / Final) - Be specific about what IS included and what IS NOT - Include any customer responsibilities (clearing the area, moving cars, etc.) - Do not use industry jargon or product part numbers unless necessary Length: half a page or less.
What to do with the output: Customers who understand the scope don't argue about scope later. Vague proposals create change orders the customer fights.
1.4 — Generate good / better / best pricing options
When to use it: You want to give the customer three choices instead of one number — proven to increase close rate and average ticket.
The prompt:
I'm pricing a [SPECIFIC JOB TYPE] for a customer. Help me draft three pricing tiers: Base scope (what they asked for): [DESCRIBE] Approximate base price: [YOUR NUMBER] Create three options: GOOD: The base scope at the base price. Functional, gets the job done. BETTER: Base + 1-2 logical upgrades. Suggest what those should be for [TRADE]. Price approximately 25-40% higher. BEST: Base + premium materials/workmanship + warranty extension. Price approximately 60-90% higher. For each tier, write: - Tier name (creative but professional) - One-sentence description of what's included - 3-4 bullet points of specific inclusions - Price (use the approximate figures) Format as a clean comparison.
What to do with the output: Customers who see three options buy more often than customers who see one. Most pick the middle tier — which is exactly the math.
1.5 — Draft change order language
When to use it: Customer asked for something not in the original scope. You need a written change order before you swing a hammer on it.
The prompt:
Write a change order document for a project in progress. Use this information: Original project: [BRIEF DESCRIPTION] Change requested by: [CUSTOMER / SITE CONDITION / CODE REQUIREMENT] What's changing: [DESCRIBE THE NEW WORK] Additional materials: [LIST] Additional labor hours: [ESTIMATE] Additional cost: [DOLLAR AMOUNT] Schedule impact: [DAYS ADDED, OR "NONE"] Format: - Header: "Change Order #[NUMBER]" with date and project name - Section 1: Description of the change - Section 2: Cost breakdown (materials, labor, total) - Section 3: Schedule impact - Section 4: Signature line for customer approval Keep it under one page. The tone should be matter-of-fact, not apologetic.
What to do with the output: Print, get signed, then start the work. Verbal change orders are the #1 cause of disputes at job end.
1.6 — Write the 'Why Choose Us' section
When to use it: Every proposal needs a credibility section, but most read like they were copied from a 2008 brochure.
The prompt:
Write a "Why Choose [BUSINESS NAME]" section for our [TRADE] proposals. About us: - Years in business: [NUMBER] - Licensed: [LICENSE TYPE/NUMBER IF APPLICABLE] - Insured: [YES/NO, AMOUNT] - Service area: [CITIES/COUNTIES] - What makes us different: [ONE OR TWO REAL THINGS — NOT "WE CARE ABOUT QUALITY"] Write 3-4 short paragraphs. Rules: - No phrases like "customer satisfaction is our priority" - No "family-owned and operated" unless you specify why that matters - Use specific numbers wherever possible (jobs completed, warranty length, response time) - End with one sentence about what happens if something goes wrong Length: under 250 words.
What to do with the output: Paste into the back page of every proposal. Update once a year as your numbers change.
1.7 — Handle the 'your price is too high' objection
When to use it: Customer pushed back on price. You need a response that holds your number without sounding defensive.
The prompt:
A customer told me my quote is too high. Help me draft a response. Quote total: [AMOUNT] What I quoted them for: [BRIEF SCOPE] What they said: [THEIR EXACT WORDS IF YOU REMEMBER] What I think is going on: [THEY GOT A LOWER QUOTE / TIGHT BUDGET / NEGOTIATING / DOESN'T UNDERSTAND VALUE] Write a response that: - Acknowledges their concern without apologizing for the price - Briefly restates 2-3 things included in my quote that cheaper options often skip - Offers ONE specific way to lower the price (smaller scope, phased work, lower-cost materials) — not a discount - Asks a clarifying question to keep the conversation alive - Ends without pressure Under 200 words. Tone: confident, not defensive. I'm not begging for the job.
What to do with the output: Send within 24 hours of their pushback. Don't drop your price just because they asked. Drop the scope or hold the number.
1.8 — Estimate follow-up email (3 days after sending)
When to use it: You sent the estimate, heard nothing. The 3-day nudge that doesn't sound desperate.
The prompt:
Write a follow-up email for an estimate I sent 3 days ago and haven't heard back on. Customer: [FIRST NAME] Project: [BRIEF DESCRIPTION] Quote total: [AMOUNT] Requirements: - Subject line under 6 words - Body under 100 words - Reference one specific detail from our conversation or the property (proves I remember them) - Don't ask if they got the estimate (passive, weak) - Don't ask if they have questions (too open-ended) - Ask a specific yes/no question that moves things forward (e.g., "Are you still planning to start before [DATE]?") - Sign off without "Looking forward to hearing from you" Tone: like I'm checking in on a friend's project, not begging for the job.
What to do with the output: Schedule this for 3 days after every estimate. Single biggest close-rate improvement most contractors will ever make.
1.9 — Estimate follow-up email (7-10 days, second touch)
When to use it: Still no response after the first follow-up. One more shot before you mark it lost.
The prompt:
Write a second follow-up email for an estimate I sent about 10 days ago. I already sent one follow-up at day 3 and got no reply. Customer: [FIRST NAME] Project: [BRIEF] Quote total: [AMOUNT] This is the "soft close" version. Requirements: - Subject line: something honest like "Closing the file on your project?" - Body under 80 words - Tell them I'm about to mark the project as inactive in my system - Ask them to reply with one of three options: "Move forward now" / "Still deciding, check back in [time]" / "Going with someone else, please remove from list" - Make it easy to say no without ghosting - No "no hard feelings" language The goal is closure, not another sales pitch.
What to do with the output: This recovers 10-20% of leads that would otherwise ghost you. Some people just need permission to say no.
1.10 — Voice-memo-to-quote shortcut
When to use it: You record a voice memo at the job site. AI turns it into a formatted quote you can edit in 5 minutes.
The prompt:
I'm going to paste a transcript of a voice memo I recorded at a job site. Turn it into a formatted preliminary quote. Transcript: [PASTE TRANSCRIPT] Trade: [YOUR TRADE] Produce: 1. A clean scope of work (bullet points, customer-friendly language) 2. A materials list (separate from labor — even rough) 3. Estimated hours and crew size 4. Any flags I mentioned (potential issues, unknowns, things to verify) 5. A list of questions I should follow up with the customer on before pricing Don't make up prices or quantities I didn't mention. If something is unclear in the transcript, flag it as "[CLARIFY]" so I can fix it.
What to do with the output: Use any phone voice memo app, paste the transcript here. Cuts post-site-visit paperwork by 60-70%.
Section 2: Lead Response & Speed-to-Lead
The #1 predictor of who wins the job is who calls back first. These prompts handle initial response, qualification, and the follow-ups that turn cold leads into appointments.
2.1 — 5-minute initial lead response
When to use it: A new lead came in. You want to respond within 5 minutes (statistically the biggest close-rate factor) but you're on a job.
The prompt:
Write a fast, professional initial response to a new lead. They reached out via [PHONE / WEBSITE FORM / FACEBOOK / GBP]. What they said they need: [QUICK SUMMARY] Their first name: [NAME] My trade: [YOUR TRADE] Requirements: - Under 60 words - Thank them by first name - Confirm I got their message - Give them ONE specific next step (e.g., "I'll call you between 5 and 7 PM today" or "Reply with your address and I'll send a quote tomorrow") - Don't sell. Don't pitch. Don't list services. - Sound like a person, not a chatbot Tone: warm but businesslike, like a neighbor who happens to do this work.
What to do with the output: Save this as a text snippet on your phone. Send within 5 minutes of every lead. Win rate goes up measurably.
2.2 — After-hours auto-response
When to use it: Leads coming in at 9 PM need something more useful than 'we'll get back to you within 24 hours.'
The prompt:
Write an after-hours auto-response for leads that come in via my website contact form after business hours. Business hours: [YOUR HOURS] Trade: [YOUR TRADE] Service area: [GENERAL] Requirements: - 80 words max - Confirm message received - Set expectation: when they'll hear back (be specific — "by 10 AM tomorrow") - For emergencies (water leaks, no heat, no power, etc.), give them my emergency line: [NUMBER] - Include one piece of self-service value — link to website, FAQ, or "while you wait, here's what info we'll need to give you a quote" - No "your business is important to us" corporate language End with my actual name, not "the team."
What to do with the output: Set up as an auto-reply in your form software (Gmail, your CRM, your website). Pays for itself by not losing emergency leads.
2.3 — Lead qualification questions
When to use it: You need to figure out if a lead is real, ready, and the right fit before you drive out there.
The prompt:
Generate a set of qualification questions I should ask a new lead before scheduling a site visit. My trade is [TRADE]. Produce two lists: LIST 1 — Email/text version (5-7 questions): - Questions a customer can answer in 60 seconds - Cover: scope, timing, budget range, decision-making, location LIST 2 — Phone call version (8-12 questions): - More open-ended for a conversation - Cover the same areas but with follow-up prompts - Include 1-2 questions that uncover whether they're shopping multiple bids or ready to hire Format the questions in plain language — not "what is your timeline" but "when are you hoping to have this done?"
What to do with the output: Use the short version for inbound leads. Use the long version for warm callbacks. Saves you from driving to dead-end visits.
2.4 — Filter out tire kickers
When to use it: Some leads are never going to hire anyone. You need to identify and politely disqualify them without burning your reputation.
The prompt:
Write a response to a lead I suspect is a tire kicker. Here's the situation: What they asked for: [DESCRIBE] Red flags I noticed: [E.G., WANTS A QUOTE OVER TEXT WITHOUT A VISIT, ASKING FOR "JUST A BALLPARK", THIRD CONTRACTOR THEY'VE TALKED TO, ASKING FOR HOURLY RATE FOR A PROJECT JOB] Write a response that: - Stays professional and friendly - Politely requires the next step that real customers will take and tire-kickers won't (e.g., "happy to come look at it — site visits are $[FEE], credited back if you hire us" or "here's the form to fill out before I price") - Doesn't insult them or sound suspicious - Leaves the door open if they're actually serious Under 100 words.
What to do with the output: Site-visit fees and intake forms are the simplest filter in the business. Real customers don't mind. Tire kickers self-select out.
2.5 — Reschedule a missed appointment
When to use it: Customer no-showed or canceled. You want to reschedule without being the desperate one chasing them.
The prompt:
Write a follow-up to a customer who missed our scheduled appointment today. Their first name: [NAME] What we had scheduled: [SITE VISIT / ESTIMATE WALKTHROUGH / SERVICE CALL] What happened: [NO SHOW / CALLED TO CANCEL / EMERGENCY] Requirements: - Under 100 words - Don't make them feel bad - Give them 3 specific time slots to choose from (let them pick) - Mention any time-sensitive factor honestly (e.g., "I have crews booked through [DATE], so the sooner we get on the calendar, the better") - Don't apologize for following up Tone: easygoing professional. Not pushy, not passive.
What to do with the output: Send within 4 hours of the missed appointment. The longer you wait, the colder the lead.
2.6 — 24-hour appointment confirmation
When to use it: Cut your no-show rate in half with a confirmation that requires a yes from them.
The prompt:
Write a 24-hour-ahead appointment confirmation text and email. Appointment type: [SITE VISIT / SERVICE CALL / ESTIMATE] Date and time: [TOMORROW, TIME] My name and company: [NAME / BUSINESS] What I'll need from them: [ACCESS, INFO, ETC.] Write TWO versions: TEXT VERSION (under 25 words): - Confirm time and date - Ask them to reply YES to confirm - Provide a way to reschedule EMAIL VERSION (under 100 words): - Confirm details - What to expect (how long, what I'll be doing, what they should have ready) - Reschedule link or number - My direct phone number No "we look forward to serving you" language.
What to do with the output: Automate with your CRM or send manually. Cuts no-shows roughly in half. Pure ROI.
2.7 — Cold lead reactivation (3+ months)
When to use it: You have a list of old leads who went cold. Warm them back up without sounding like spam.
The prompt:
Write a cold lead reactivation message for someone who got a quote from me 3+ months ago and never hired anyone (as far as I know). Customer name: [FIRST NAME] Original project: [BRIEF] Original quote: [AMOUNT — OR JUST "RANGE WE DISCUSSED"] Requirements: - Under 120 words - Honest opening — "I was going through old quotes and thought of you" - Don't pretend I just thought of them naturally - Give them a reason to respond NOW (seasonal urgency, price increase coming, my schedule opening up) - Offer something specific (revisit the quote, walk the project again, just answer questions) - End with a clear yes/no question Tone: friendly check-in, not desperate.
What to do with the output: Run this against your old leads list once a quarter. Typical reactivation rate: 5-15%. Free money.
2.8 — Lead intake form copy
When to use it: You need a website intake form that gets the right info without scaring leads away with 30 questions.
The prompt:
Write copy for a website lead intake form for my [TRADE] business.
Goals:
- Capture the info I need to price/schedule
- Don't ask more than 6-8 questions
- Filter for serious leads
- Sound friendly, not bureaucratic
Produce:
1. A short headline above the form ("Get a quote in 24 hours" style)
2. One sentence of subtext that builds trust
3. The 6-8 fields with field labels (name, email/phone, address, project type, timeline, budget range, optional photo upload, optional notes)
4. Microcopy under any field that needs explanation
5. Button text (NOT "Submit" — something better)
6. A thank-you message after submission that sets expectations
Tone: like a small business owner talking, not a marketing agency.
What to do with the output: Build this into your website intake form. Cleaner, higher-converting than generic 'Contact Us' forms.
Section 3: Customer Communication & Project Updates
These prompts cover everything between 'we're starting Monday' and 'final invoice.' Most customer complaints don't come from bad work — they come from bad communication during the work. Fix that and most of your problems go away.
3.1 — Project start notification
When to use it: Job is on the calendar. You want to set expectations and reduce the 'what's happening?' calls during the project.
The prompt:
Write a project start notification email for a customer whose job begins [DATE]. Customer name: [FIRST NAME] Project: [BRIEF DESCRIPTION] Start date: [DATE] Estimated duration: [DAYS] Crew arrival time on day 1: [TIME] Lead/foreman name and number: [NAME, PHONE] Include: - Confirmation of start date - Who they'll see (crew lead name, any subs they should expect) - Daily start and end times - What they need to do before day 1 (move cars, clear access, contain pets, etc.) - What we'll do at the end of each day (clean up, secure site, etc.) - How they'll get updates (text, phone, in-person) - Lead's direct number for any concerns Length: under 250 words. Bullet-pointed for scanability.
What to do with the output: Send 2-3 days before start. Cuts day-one chaos and 'I didn't know that' arguments.
3.2 — Daily progress update
When to use it: Quick end-of-day text or email to the customer so they know what happened and what's next.
The prompt:
Write a brief end-of-day progress update for a customer on a multi-day project. What we did today: [BULLET POINTS] What's left: [BULLET POINTS] Any issues or changes: [LIST OR "NONE"] What tomorrow looks like: [PLAN] Crew arrival time tomorrow: [TIME] Two versions: TEXT VERSION (under 60 words): - Skip greeting, get to the point - 3-4 lines max - End with arrival time for tomorrow EMAIL VERSION (under 150 words): - Brief greeting - "Today we…" / "Tomorrow we'll…" - Address any concerns proactively - Sign off with crew lead's number Tone: matter-of-fact, no fluff.
What to do with the output: Send at the same time every day (5 PM is good). Customers stop calling because they already know.
3.3 — Bad news: delay or schedule change
When to use it: Weather, a sick crew member, a part delay. You need to tell the customer without losing their trust.
The prompt:
Write a notification that we have to delay or reschedule a project. Customer: [FIRST NAME] Original date: [DATE] New proposed date: [DATE] Reason: [WEATHER / PART DELAY / CREW ISSUE / PRIOR JOB RAN LONG / OTHER] Requirements: - Lead with the news, not the reason. Don't bury the lede. - One sentence explaining what happened (honestly, briefly) - Two specific alternate dates/times for them to choose from - A small acknowledgment of the inconvenience without groveling - A clear next step (call me to confirm, reply to this, etc.) - Under 120 words Do NOT promise things to make up for it unless I tell you to. No "we'll throw in extra" language.
What to do with the output: Send the moment you know. Earlier = better. Customers forgive delays they hear about in advance; they don't forgive surprises.
3.4 — Hidden problem discovered mid-job
When to use it: You opened the wall and found something the customer needs to pay to fix. The conversation that makes or breaks the relationship.
The prompt:
Write a customer message about a hidden problem we discovered mid-project that wasn't in the original scope. Original scope: [BRIEF] What we found: [DESCRIBE PROBLEM] Why it matters: [WHAT HAPPENS IF NOT ADDRESSED] Recommended fix: [DESCRIBE] Additional cost estimate: [RANGE] Schedule impact: [DAYS] Write a message that: - Opens by acknowledging this isn't what they wanted to hear - Explains the problem in plain English (no jargon) - Explains WHY it matters — what happens if we don't address it - Gives them THREE options: 1. Full fix (recommended): [PRICE] 2. Temporary fix to get through the project: [PRICE] 3. Document and don't address (release of liability) - Notes the schedule impact for each option - Asks how they want to proceed before we continue Length: 200-250 words. Tone: trusted advisor, not salesman.
What to do with the output: Always present three options. Customers who feel cornered into one option get angry. Customers who choose feel respected.
3.5 — Job complete: final walkthrough email
When to use it: The job is done. Send a clean closeout that triggers final payment and sets up the review ask.
The prompt:
Write a job completion / final walkthrough email. Customer: [FIRST NAME] Project: [BRIEF DESCRIPTION] Completion date: [DATE] Final invoice amount: [TOTAL] (or "attached") Warranty: [DURATION AND WHAT'S COVERED] Include: - Confirmation the work is complete - Brief summary of what was done (3-5 bullet points) - Warranty details - What to do if any issue comes up (who to call, response time commitment) - Care instructions if applicable [INSERT] - Final invoice and payment options - A soft request for a review (with link to Google Business Profile) - Sign-off with appreciation, not desperation Length: under 250 words.
What to do with the output: Send within 24 hours of completion. Strike while the work is fresh and the customer is happy.
3.6 — 30-day check-in
When to use it: Following up a month after the job to catch any issues and ask for a review if you didn't get one.
The prompt:
Write a 30-day post-completion check-in message for a customer. Customer: [FIRST NAME] Project: [BRIEF] Completion date: [DATE] Did they leave a review? [YES / NO] Requirements: - Under 100 words - Honest opening — "It's been about a month since we finished your [PROJECT]" - Ask if everything is working/looking right - If they DID leave a review: thank them by name - If they DID NOT leave a review: include a soft ask with the link - Mention warranty is active and how to use it - No "we appreciate your business" filler Tone: like a contractor who actually cares whether the work is holding up.
What to do with the output: Send 30 days after every completion. Catches small issues before they become bad reviews. Often gets the review you missed.
3.7 — One-year warranty check-in
When to use it: Annual touch with past customers — keeps you top of mind, surfaces warranty issues you can fix cheap, generates repeat work.
The prompt:
Write a one-year warranty anniversary check-in email to a past customer. Customer: [FIRST NAME] Project: [BRIEF] Project completion date: [DATE 1 YEAR AGO] Warranty status: [STILL ACTIVE / EXPIRING SOON / EXPIRED] Trade: [YOUR TRADE] Include: - A brief reminder of what we did for them - A short check-in question about whether it's still performing - Mention of any seasonal service we offer (if applicable) - One specific, low-pressure offer for repeat customers (annual maintenance, priority scheduling, returning customer discount) - Sign-off that doesn't sound like a marketing email Length: under 150 words.
What to do with the output: Schedule for the anniversary date of every job. Best ROI marketing list you have — past customers convert at 5-10x cold leads.
3.8 — Seasonal check-in to past customers
When to use it: Twice-a-year touch to keep you in the customer's mind before they call someone else for the next job.
The prompt:
Write a seasonal check-in email for past customers.
Season: [SPRING / FALL / WINTER / SUMMER]
Trade: [YOUR TRADE]
Service area: [REGION]
Requirements:
- Subject line that doesn't get deleted ("It's that time of year again" — too generic)
- Lead with one specific, useful tip for this season (not a sales pitch — actual value)
- Tie the tip to something your trade handles
- Mention you're booking [SEASON] appointments now
- One sentence about returning-customer priority/discount
- Total length under 200 words
Sound like a contractor sharing knowledge, not a marketing department sending a blast.
What to do with the output: Send to your full past-customer list twice a year. Generates repeat work that costs $0 in lead acquisition.
3.9 — Customer asks 'when can you start?'
When to use it: Lead is ready, but your schedule is 5 weeks out. Answering this badly loses jobs. Answer well and they wait.
The prompt:
Write a response to a customer asking when I can start their project. Their project: [BRIEF] My current earliest start date: [DATE] Why they're asking (if I know): [URGENT NEED / PLANNING / IMPATIENT] Requirements: - Lead with the honest start date — don't bury it - Briefly explain why that's the soonest (booked schedule, not "we're busy") - Frame the wait as a positive (booked = trusted, not booked = available means low demand) - Offer ONE option to speed up if they're flexible (a partial start, a different scope, joining the wait list for cancellations) - Don't promise to "see what I can do" — be definite - Under 120 words Tone: confident, not apologetic. The job is worth waiting for.
What to do with the output: Most contractors panic-discount or over-promise here. Holding your timeline calmly is a sign of a healthy business. Customers feel it.
Section 4: Reviews & Google Business Profile
Reviews are the single biggest driver of local search ranking and consumer trust. These prompts handle every review scenario — positive, mixed, unfair — plus the asks that get you more reviews in the first place.
4.1 — Reply to a 5-star review
When to use it: Most contractors reply 'Thank you!' which is a wasted opportunity. A real reply boosts SEO and shows future customers you care.
The prompt:
Write a reply to this 5-star Google review for my [TRADE] business: Review: [PASTE THE REVIEW] Customer first name: [NAME] Crew member they mentioned (if any): [NAME] Requirements: - 2-3 sentences - Thank them by first name - Reference one specific detail from their review (a crew member, the service performed, a result) - Mention you'd be glad to help again - Optionally mention ONE other service we offer, only if it fits naturally - No emojis. No "we strive to provide excellent service" corporate language. Sound like a small business owner who actually read the review.
What to do with the output: Reply within 24-48 hours. Mentioning the specific service and city in the reply helps local SEO. Future customers read replies more carefully than reviews.
4.2 — Reply to a 4-star review with mild criticism
When to use it: Customer liked the work but had one issue. Your reply tells future customers how you handle imperfection.
The prompt:
Write a reply to this 4-star Google review: Review: [PASTE THE REVIEW — INCLUDING THE COMPLAINT] Customer first name: [NAME] Was the complaint valid? [YES / PARTIALLY / NO] Have I already addressed it with them? [YES / NO] Requirements: - Thank them for the review and for being honest about the issue - Acknowledge the specific complaint without making excuses - Briefly explain what we did or what we'd do differently - Offer to make it right if there's still anything outstanding - Don't get defensive - No "we apologize for any inconvenience" corporate language - 3-4 sentences Sound like a business owner who reads feedback seriously.
What to do with the output: How you respond to imperfect reviews matters MORE than how you respond to perfect ones. Future buyers are watching.
4.3 — Reply to a 3-star review (the dangerous one)
When to use it: Three stars is more damaging to your business than one star. The customer was lukewarm — your reply has to recover the relationship.
The prompt:
Write a reply to this 3-star Google review: Review: [PASTE THE REVIEW] Customer first name: [NAME] What I think went wrong: [YOUR HONEST ASSESSMENT] Anything I can still do? [REFUND / REDO / NOTHING — IT'S DONE] Requirements: - Don't get defensive - Acknowledge what fell short specifically - Explain (briefly) without excusing - Take responsibility even if 50% was them - Offer a specific next step (a callback, an inspection, a partial refund if appropriate) - Give my direct contact info so they can reach me, not the office - Under 100 words Tone: business owner who actually cares, not customer service rep.
What to do with the output: Lukewarm reviews tell future buyers 'this contractor is fine I guess.' Your reply can flip the perception to 'this contractor takes problems seriously.'
4.4 — Reply to a 1-2 star review (factually accurate)
When to use it: Bad review, but they have a real point. Your reply is read by every future customer for years.
The prompt:
Write a reply to this low-star Google review where the customer's complaint is mostly accurate: Review: [PASTE THE REVIEW] Customer first name: [NAME] What actually happened: [HONEST VERSION] What I'd do differently: [HONEST] Is there anything I can still do to fix it? [YES/NO — WHAT] Requirements: - Don't argue the facts - Take ownership in 1-2 sentences - Explain what we're changing because of this (process improvement, training, etc.) - Offer a specific resolution - Provide my direct number - Under 100 words - No legal-style hedging or "we dispute the characterization" language Future customers will read this. They want to see how you handle being wrong.
What to do with the output: Reply within 24 hours. Owning a mistake publicly often does MORE for trust than a clean record. People know perfection is fake.
4.5 — Reply to a 1-star review (unfair or false)
When to use it: Customer is lying, wasn't actually a customer, or wildly misrepresenting. You need to defend yourself without sounding like a jerk.
The prompt:
Write a reply to this 1-star Google review that contains inaccurate or unfair statements: Review: [PASTE THE REVIEW] Customer first name (or "Name not in our records"): [NAME] What's wrong with their version: [LIST WHAT'S INACCURATE] The actual facts: [BRIEF] Requirements: - Stay calm and professional. Anger here costs you future jobs. - Open by acknowledging they had a negative experience (don't deny their feelings) - State the facts briefly and without insults - Don't call them a liar - Offer to resolve it offline with my direct contact - If you can't find them in our system, say so politely - Under 120 words Future customers can spot a defensive contractor from a mile away. Calm wins.
What to do with the output: Never reply angry. Wait 24 hours minimum if you're upset. Also: report the review to Google if it violates their policies — sometimes it gets removed.
4.6 — Ask for a review by email
When to use it: The single highest-leverage marketing email you'll ever send. Most contractors do it wrong by asking too generically.
The prompt:
Write an email asking a recent customer to leave us a Google review. Customer first name: [NAME] Project: [BRIEF] Completion date: [RECENT] My business name: [NAME] My direct review link: [URL — GET THIS FROM GOOGLE BUSINESS PROFILE] Requirements: - Subject line under 8 words, honest, not "Quick favor?" - Body under 120 words - Open with a brief, specific reference to their project (proves it's not bulk email) - Explain in one sentence why reviews matter (helps other neighbors find us, helps small businesses like ours) - Give them the direct link, prominently - Make it easy — tell them 2-3 sentences is plenty, no pressure to write a novel - Offer to text the link if email is easier End with my actual name and phone number.
What to do with the output: Send 2-5 days after job completion. NOT same day (feels pushy). NOT a month later (they've forgotten). The 2-5 day window doubles response rate.
4.7 — Ask for a review by text
When to use it: Text gets opened. Email gets ignored. The text version of the review ask is your highest-converting touch.
The prompt:
Write a brief text message asking a recent customer to leave a Google review. Customer first name: [NAME] Project (very brief): [E.G., "WATER HEATER INSTALL"] Review link: [URL] Requirements: - Under 30 words - Conversational tone, like I'm texting a neighbor - Reference the specific work briefly - Make the ask gentle and easy - Drop the link - Sign off with just my first name Do NOT include marketing language. Sound like a real person texting a real person.
What to do with the output: Text response rates beat email 3-4x. Don't text customers who didn't give explicit text permission, but most service customers welcome it.
4.8 — Re-ask for a review (gentle nudge)
When to use it: Customer said they'd leave a review but never did. One nudge, not three.
The prompt:
Write a single follow-up to a customer who said they'd leave a review but hasn't yet. It's been about [10-14] days since they said they would. Customer first name: [NAME] Project: [BRIEF] Review link: [URL] Requirements: - Under 50 words - Light, friendly, not pushy - Acknowledge people are busy - Include the direct link - Make it clear this is the only follow-up — no more nagging - End in a way that doesn't require a reply Tone: like checking back with a friend.
What to do with the output: ONE nudge. If they don't leave it after the nudge, drop it. Pestering customers loses repeat business.
4.9 — Google Business Profile weekly post
When to use it: GBP posts that aren't blank generic 'we provide quality service' filler. Boost local SEO and show recent activity.
The prompt:
Write a Google Business Profile post for this week. My trade: [YOUR TRADE] City I serve: [CITY] Recent job to feature (if any): [BRIEF DESCRIPTION + RESULT] Seasonal angle (if any): [E.G., "BEFORE THE FREEZE", "SPRING TUNE-UPS"] Requirements: - Under 150 words (GBP cuts off around 250 — but shorter performs better) - Lead with something specific that happened or is happening this week - Include the city/neighborhood (helps local SEO) - One natural call to action at the end - No hashtags (GBP doesn't use them like social media does) - No "Call us today!" — instead, give them a reason to call Include a suggestion for what type of photo would pair well with this post.
What to do with the output: Post one per week minimum. GBP rewards consistent activity in local search rankings. Most competitors don't bother.
Section 5: Marketing & Social Content
These prompts produce social posts, blog content, and marketing copy that doesn't sound like every other contractor in town. Use them to feed a content calendar without spending Sunday afternoon staring at a blank Facebook page.
5.1 — Weekly job spotlight post
When to use it: Turn one job per week into a Facebook/Instagram post that shows social proof without sounding like an ad.
The prompt:
Write a social media post about a recent job. Job type: [E.G., "BATHROOM REMODEL", "AC SYSTEM REPLACEMENT", "TERMITE TREATMENT"] Customer's situation/problem: [WHAT THEY NEEDED] What we did: [BRIEF] Result/outcome: [WHAT IMPROVED] City/neighborhood: [LOCATION] Write THREE versions: VERSION A — Facebook (100-150 words): - Story format: problem → solution → result - Conversational, like talking to a neighbor - One natural mention of our business - End with a question to drive engagement VERSION B — Instagram caption (under 80 words): - Shorter, punchier - Hook in the first line - Lead with the result, not the process - Include 5-7 relevant hashtags at the end (local + industry) VERSION C — LinkedIn (under 120 words): - Slightly more professional - Frame as a small-business operations story - End with a takeaway, not a sales pitch
What to do with the output: Use one job per week. Pair with a real before/after photo. This is the highest-ROI content type for service businesses.
5.2 — Before/after photo caption
When to use it: You have the photos. The caption is where most contractors blow it with generic 'Another happy customer!' copy.
The prompt:
Write a caption for a before/after photo of [SPECIFIC PROJECT TYPE]. Before condition: [DESCRIBE WHAT WAS WRONG] After result: [DESCRIBE WHAT WE DID] Project duration: [DAYS/HOURS] City: [LOCATION] Caption requirements: - Under 80 words - Open with a question or statement that stops the scroll - Describe specifically what was wrong (people connect with the problem, not the solution) - One line about what we did - One line about the result - End with a soft CTA (DM us, comment, etc.) — NOT "call today" - Include 4-6 hashtags after a line break Tone: confident, not braggy.
What to do with the output: Before/afters outperform every other content type for service trades. Bad captions waste the photos.
5.3 — Educational post: 'Things homeowners don't know'
When to use it: Position yourself as the expert without selling. Educational content builds trust over time and earns shares.
The prompt:
Write an educational social media post titled "[NUMBER] things most homeowners don't know about [TOPIC RELATED TO MY TRADE]." My trade: [YOUR TRADE] Topic ideas (pick one or suggest a better one): [E.G., "WATER HEATERS", "ELECTRICAL PANELS", "TERMITE INSPECTIONS", "ATTIC INSULATION"] Requirements: - 5-7 specific tips or facts - Each tip 1-2 sentences max - Useful enough that a homeowner could act on them - No "call us to learn more" — the post should stand alone as value - Casual, plain English, like explaining to a friend - End with one line that softly mentions you can help if they need it Format the tips as a numbered list. Total post under 250 words.
What to do with the output: Post one educational piece per month. Builds you up as the local expert. The post that brings in jobs 6 months later.
5.4 — Seasonal promotion announcement
When to use it: Pre-season tune-ups, fall inspections, spring cleanouts — announce them in a way that doesn't feel like a discount-chasing brand.
The prompt:
Write a social media post announcing a seasonal promotion or service. Promotion: [E.G., "FALL HVAC TUNE-UP", "SPRING TERMITE INSPECTION", "PRE-WINTER PLUMBING CHECK"] Offer: [PRICE, DISCOUNT, INCLUDED ITEMS, OR JUST "SCHEDULING NOW"] Why it matters now: [PROBLEM IT PREVENTS] Booking deadline (if any): [DATE] Requirements: - Open with the problem, not the offer - 100-180 words - Explain in plain terms what the service includes - Explain why timing matters (don't fake urgency) - Include the offer specifics clearly - End with one specific next step (call, link, message) - No "limited time only!" hype unless it's genuinely limited Tone: helpful neighbor, not used-car salesman.
What to do with the output: Run seasonal pushes 3-4 weeks before the peak season. Too early = forgotten. Day-of = booked.
5.5 — Email newsletter to past customers
When to use it: A simple quarterly newsletter to your customer list. Most contractors never send one — sending even a basic one beats nothing.
The prompt:
Write a quarterly email newsletter for past customers of my [TRADE] business. Season/quarter: [Q1/Q2/Q3/Q4 OR SEASON NAME] Recent business news (if any): [E.G., NEW HIRE, NEW SERVICE, MILESTONE] Seasonal tip to share: [ONE PRACTICAL TIP FOR THIS SEASON] Any current offer for past customers: [E.G., "RETURNING CUSTOMER PRIORITY SCHEDULING"] Structure: - Subject line that gets opened (under 8 words, specific, not "Our Newsletter") - Opening: one short personal paragraph (not corporate) - Section 1: Seasonal tip (the value) - Section 2: One news item or business update - Section 3: A specific offer or service for past customers - Sign-off with my actual name Total under 350 words. No images required — text-only is fine.
What to do with the output: Send quarterly. Past customers are your highest-converting list. One newsletter per quarter pays for itself many times over.
5.6 — Truck wrap copy ideas
When to use it: Your truck drives past 10,000+ people per week. Most truck wraps waste that opportunity with logos and phone numbers nobody reads at 45 mph.
The prompt:
Generate truck wrap copy ideas for a [TRADE] business. Business name: [NAME] Phone: [NUMBER] Website: [URL] Service area: [GENERAL] Trade: [YOUR TRADE] What I want: - 5 short tagline options (under 6 words each) that are SPECIFIC, not generic - 3 "lead with the problem" options (e.g., "Cold house? Call us." for HVAC) - 3 "trust signal" options (e.g., "Licensed. Insured. Local since 1998.") - For each tagline, suggest where on the truck it should go (back, side, hood) Avoid: - "Quality service since [YEAR]" — meaningless - "Your trusted [trade]" — every truck says this - Generic stock images - More than 5 phone digits worth of text on any single panel (drivers can't read more)
What to do with the output: Bring these to your wrap designer. Most wraps fail because they try to communicate everything — they should communicate ONE thing memorably.
5.7 — Door hanger copy for neighborhood marketing
When to use it: You're working in a neighborhood — easy to capture neighbors who see your truck. Door hangers convert when done right.
The prompt:
Write copy for a door hanger I can leave on neighbors' doors while working on a job in their neighborhood. Trade: [YOUR TRADE] Specific service performed at the nearby home (without naming the customer): [BRIEF, E.G., "WE'RE INSTALLING A NEW AC SYSTEM DOWN THE STREET"] Business name + phone: [INFO] Any neighbor offer: [E.G., "$50 OFF YOUR ESTIMATE" OR "FREE INSPECTION FOR YOUR STREET"] Requirements: - One short headline (under 8 words) that's NOT "We're in your neighborhood!" - 2-3 sentences explaining we're working nearby - One useful piece of info (a seasonal tip, a common issue we see) - Phone number and offer prominent - Total reading time under 15 seconds Tone: friendly neighbor, not marketing flyer.
What to do with the output: Print 25-50 for every job in a residential area. Drop while crew is working. Conversion rate beats most paid ads.
Section 6: Hiring & Team Communication
Hiring is the #1 problem most small contractors mention. These prompts cover the writing side — ads, screening, onboarding, and the hard conversations. They won't find you good people, but they'll save you hours on every hire.
6.1 — Help wanted ad (skills-focused)
When to use it: You need a tradesperson with specific skills. The ad needs to filter for them without sounding like every other 'we're hiring' post.
The prompt:
Write a help wanted ad for a [POSITION] in my [TRADE] business. Required skills: [LIST] Years experience needed: [NUMBER OR "WILL TRAIN"] Pay range: [HONEST RANGE — NOT "COMPETITIVE"] Hours/schedule: [DETAILS] Benefits: [LIST WHAT'S ACTUALLY OFFERED — DON'T LIE] What's special about working here: [ONE OR TWO REAL THINGS] Location: [CITY] Requirements: - Title: include pay range in the title (huge filter for serious applicants) - Lead with what THEY get, not what we need - List requirements as 4-6 bullet points - List benefits clearly with specifics - Include ONE deal-breaker requirement upfront (e.g., "must have valid driver's license") - Tell them exactly how to apply and what to send - Under 300 words Avoid: "rockstar," "fast-paced environment," "wear many hats," "must be a self-starter." Sound like a contractor, not an HR department.
What to do with the output: Post on Indeed, Facebook job groups, and Craigslist. Pay range in the title is the single biggest applicant-quality filter.
6.2 — Help wanted ad (culture-focused)
When to use it: When the pay isn't the differentiator but the work environment is, lead with that. Especially for retaining experienced workers.
The prompt:
Write a help wanted ad that leads with culture and stability, not just pay, for a [POSITION] in my [TRADE] business.
What's actually true about working here: [LIST 3-5 REAL THINGS — E.G., "WE GO HOME BY 5", "NO WEEKEND CALLS", "PAID BIRTHDAY OFF", "OWNER IS ON SITE"]
Pay range: [HONEST]
Position requirements: [BRIEF]
Requirements:
- Lead with a hook that names what most contractors DON'T offer (e.g., "Hate being on call every weekend? We don't do that.")
- Be specific about the culture differences — vague culture language ("great team!") gets ignored
- Include the pay range honestly
- Position requirements as one short list
- One paragraph about why I started this business / what I care about
- Tell them how to apply
Under 350 words. Sound like a human who runs a small business, not a recruiter.
What to do with the output: Use when you can't compete on pay. The right tradesperson trades $2/hr for not being on weekend call. Be honest about what you offer.
6.3 — Phone screen questions
When to use it: You want to spend 10 minutes on the phone before scheduling an in-person interview. The right questions reveal more than the resume.
The prompt:
Generate a 10-minute phone screen for a [POSITION] candidate in my [TRADE] business.
What I need to know: [WHAT MATTERS MOST FOR THE ROLE]
Produce:
OPENING (2 minutes):
- Brief intro to the role
- 1-2 quick questions to put them at ease
SKILLS CHECK (3-4 minutes):
- 3-4 specific questions to verify their experience matches their resume
- Include at least one scenario question ("How would you handle…")
CULTURE / FIT (2-3 minutes):
- 3-4 questions about their work style, ideal schedule, why they left their last job
- Include one question that reveals attitude (e.g., "Tell me about a time something went wrong on a job")
LOGISTICS (1-2 minutes):
- Salary expectations
- Start date
- Driver's license / transportation
- Any deal-breakers from their side
Format as a script I can read through.
What to do with the output: Print and use the same script for every candidate. Consistency lets you actually compare them. Saves hours of dead-end in-person interviews.
6.4 — Schedule interview reply (yes)
When to use it: Phone screen went well. Move them to in-person fast, before competitors do.
The prompt:
Write an email scheduling an in-person interview after a successful phone screen. Candidate first name: [NAME] Position: [TITLE] Available interview times (give 3 options): [DATES/TIMES] Interview location: [ADDRESS — SHOP, JOB SITE, OR OFFICE] Length of interview: [E.G., "30-45 MINUTES"] What to bring: [LIST — E.G., "WORK BOOTS IF SITE VISIT", "DRIVER'S LICENSE", "PORTFOLIO/PHOTOS"] Who they'll meet with: [NAMES AND ROLES] Requirements: - Under 150 words - Brief opening — appreciate the call, look forward to meeting - Three specific time options, easy to pick - What to expect (length, format, who's there, what we'll cover) - What to bring - My direct number for questions Tone: professional, but warm. Like they're already part of the team.
What to do with the output: Send within 24 hours of a good phone call. Speed = competitive advantage in hiring.
6.5 — Polite decline to a candidate
When to use it: They applied, you're not moving forward. A respectful decline protects your reputation — and they might be a fit later.
The prompt:
Write a polite decline message to a job candidate. Candidate first name: [NAME] Position applied for: [TITLE] At what stage: [APPLICATION REVIEW / PHONE SCREEN / IN-PERSON] Reason (honest internal version): [E.G., "EXPERIENCE LEVEL DIDN'T MATCH", "WE FOUND A STRONGER FIT", "PAY EXPECTATIONS TOO HIGH"] Requirements: - Under 100 words - Thank them for applying / their time - Be brief and honest about not moving forward - Don't lie or invent reasons - If they have potential for a different role or a future opening, say so genuinely - Don't say "we'll keep your resume on file" if I won't - End respectfully Tone: professional, kind, not corporate-robotic.
What to do with the output: Send within a week of deciding. The construction/trades world is small. Candidates remember how they were treated.
6.6 — Day-one onboarding checklist
When to use it: First day for a new hire should not be 'figure it out as you go.' The first day shapes whether they stay 3 months or 3 years.
The prompt:
Generate a day-one onboarding checklist for a new hire in my [TRADE] business. Position: [TITLE] Will they work in: [SHOP / FIELD / OFFICE] Equipment they get on day 1: [TOOLS, UNIFORM, PHONE, KEYS, ETC.] Who's training them: [NAME, ROLE] Produce: BEFORE THEY ARRIVE (my prep): - 3-5 items FIRST HOUR: - Welcome - Paperwork (W4, I9, direct deposit, etc.) - Tour, intros MID-MORNING: - Safety walkthrough - Equipment / tools / vehicle assignment - Phone setup, accounts AFTERNOON: - Shadow [SENIOR EMPLOYEE] - Review their first-week schedule - Q&A with me before they leave END OF DAY: - 15-minute one-on-one — how was day 1, what do they need Format as a printable checklist.
What to do with the output: Print and use for every new hire. Reduces 30-day turnover dramatically. Costs nothing.
6.7 — Employee write-up for performance issue
When to use it: An employee needs a documented warning. The write-up has to be clear, factual, and signable.
The prompt:
Write a formal employee performance write-up for documentation purposes. Employee name: [NAME] Position: [TITLE] Date of incident(s): [DATE OR DATE RANGE] What happened: [DESCRIBE FACTUALLY] Policy or expectation violated: [E.G., "ATTENDANCE POLICY", "QUALITY STANDARD", "SAFETY PROTOCOL"] Previous discussions on this issue: [NONE / VERBAL ON [DATE] / WRITTEN ON [DATE]] What needs to change: [SPECIFIC EXPECTATION GOING FORWARD] Consequences if not corrected: [STATE CLEARLY] Format: - Standard write-up format - Date and employee/manager names at top - Facts in chronological order - Specific, measurable expectations - Signature lines for employee, manager, witness - Standard "employee signature acknowledges receipt, not agreement" language Keep it factual. No emotional language. Under one page.
What to do with the output: Have employee sign in your presence. Keep a copy in their file. Required documentation if you ever need to terminate.
Section 7: Vendor, Supplier & Subcontractor Communication
Most contractors handle vendor and sub communication verbally, which leads to disputes nobody can prove their version of. These prompts produce the written paper trail that protects you when things go sideways.
7.1 — Request a quote from a vendor or supplier
When to use it: Get a written quote you can hold them to, not a 'rough idea' they can walk back.
The prompt:
Write a quote request to a vendor or supplier. What I need: [PRODUCT/MATERIAL LIST WITH QUANTITIES] Project name (for their reference): [NAME] When I need it by: [DATE] Delivery or pickup: [PREFERENCE] Payment terms I expect: [NET 30 / COD / WHATEVER] Requirements: - Short subject line referencing the project - 4-6 specific items I'm requesting a quote on - Make clear I need a written quote, not a verbal estimate - Ask for itemized pricing (not a lump sum) - Confirm availability and lead time - Ask about pricing validity period - Sign off with my company name and phone Under 150 words.
What to do with the output: Email or paste into their portal. Written quotes lock pricing. Verbal quotes change when convenient for them.
7.2 — Question a vendor invoice
When to use it: Invoice doesn't match the quote, or there's a charge you didn't authorize. Polite but firm dispute.
The prompt:
Write a message to a vendor disputing or questioning an invoice. Invoice number: [NUMBER] Invoice date: [DATE] Total billed: [AMOUNT] What I expected to be billed: [AMOUNT] The specific issue: [E.G., "QUANTITY DOESN'T MATCH DELIVERY", "PRICING DIFFERENT FROM QUOTE", "CHARGE FOR ITEM WE DIDN'T ORDER"] Documentation I have: [E.G., "ORIGINAL QUOTE EMAIL", "SIGNED DELIVERY RECEIPT", "PURCHASE ORDER"] Requirements: - Professional tone, not accusatory - State the specific discrepancy with reference numbers - Note what documentation I have to support my position - Request specific resolution: corrected invoice, credit memo, etc. - Note that payment is being held until resolved (only if I have that policy) - Give a reasonable response deadline (5-7 business days) Under 150 words.
What to do with the output: CC your bookkeeper or AP person. Keep all correspondence. Most vendor billing errors get fixed when you push back in writing.
7.3 — New subcontractor onboarding
When to use it: Bringing on a new sub. You need their info, paperwork, and clear expectations before they show up.
The prompt:
Write an onboarding email for a new subcontractor we'll be working with. Subcontractor's company: [NAME] What they do: [TRADE/SERVICE] First project we're using them on: [BRIEF] Cover: REQUIRED PAPERWORK (request these): - W9 - Certificate of insurance with us listed as additional insured - License (if applicable) - Master Service Agreement (or sub agreement) WORKING WITH US: - Who their point of contact is - How they get scope, schedules, and updates - Our communication standards (response time expectations) - Site rules (PPE, parking, cleanup, etc.) - Invoicing process and payment terms NEXT STEPS: - When to send paperwork - When the first scope/PO will come over - A direct phone number for questions Under 300 words. Professional tone.
What to do with the output: Send before they show up on day 1. Skipping this is the #1 cause of sub disputes and insurance gaps.
7.4 — Subcontractor scope clarification
When to use it: Sub is interpreting their scope differently than you intended. Address it in writing before it becomes a billing fight.
The prompt:
Write a message to a subcontractor clarifying the scope of work. Project: [NAME] Their original scope/agreement: [BRIEF SUMMARY] What they're saying or doing now: [THE DEVIATION] What was actually agreed: [YOUR UNDERSTANDING] Documentation: [E.G., "ORIGINAL EMAIL THREAD", "SIGNED AGREEMENT", "PO"] Requirements: - Professional, not accusatory - Restate the original agreement clearly - Note what documentation supports my version - Ask for their understanding of the scope - Propose a resolution: complete original scope as agreed, or document a change order with cost impact - Make clear no additional work will be paid for without a written change order Under 200 words.
What to do with the output: Email and keep the chain. Subs respect contractors who paper their work. The cost of fixing scope confusion verbally is always higher.
7.5 — Late delivery follow-up
When to use it: Material didn't arrive. Your crew is sitting. You need the supplier to fix it fast.
The prompt:
Write a follow-up to a supplier whose materials haven't arrived as scheduled. What I ordered: [BRIEF] PO/Order number: [NUMBER] Promised delivery date: [DATE] Today's date: [DATE] Impact: [E.G., "CREW OF 4 IS WAITING", "JOB PUSHING BACK BY [DAYS]"] Requirements: - Subject line that gets attention (reference PO number) - State the situation factually: ordered X, promised by Y, it's Z - State the operational impact clearly - Request specific information: where is it, when will it arrive, what's the resolution - Note that I may need to source elsewhere if not resolved by [DEADLINE] - Provide my direct number for a call back Under 150 words. Tone: firm but professional. Not yelling.
What to do with the output: Send and call. Document the financial impact. Some vendors will compensate you for the delay — but only if you ask in writing.
Section 8: Difficult Conversations
Collections, complaints, refunds, firing. The conversations every contractor dreads. These prompts produce the written communications that handle these situations professionally, protect you legally, and preserve your reputation when possible.
8.1 — 30-day past-due payment reminder
When to use it: Customer hasn't paid. First friendly reminder before things get adversarial.
The prompt:
Write a friendly past-due payment reminder for an invoice that's 30 days late.
Customer name: [FIRST NAME]
Invoice number: [NUMBER]
Invoice date: [DATE]
Amount due: [AMOUNT]
Project completed: [BRIEF DESCRIPTION]
Requirements:
- Subject line: friendly but clear
- Under 120 words
- Open with the assumption it slipped through ("I wanted to check in on an invoice that may have gotten missed")
- Reference the project briefly
- State the amount and original due date
- Provide easy payment options (link, methods, who to call)
- Offer to discuss if there's any issue
- Don't threaten anything yet
Tone: still assuming good faith. Save the firm stuff for later notices.
What to do with the output: Send at 30 days. About 50% of late payments resolve at this stage. Don't skip the friendly reminder.
8.2 — 60-day past-due notice
When to use it: Friendly reminder didn't work. Escalating the tone without burning the bridge entirely.
The prompt:
Write a 60-day past-due payment notice. Customer name: [FIRST NAME] Invoice number: [NUMBER] Original due date: [DATE] Amount due: [AMOUNT] Previous reminder sent: [DATE] Requirements: - Subject line: more direct than the 30-day version - Under 150 words - Acknowledge I sent a reminder at 30 days - State the invoice is now 60 days past due - Mention any late fees that have accrued (or are about to) - Ask directly if there's an issue I should know about (financial hardship, dispute over the work) - Provide payment options - Note that if no response is received within [7-10 DAYS], the account will move to collections or a lien process Tone: firm, professional, not angry.
What to do with the output: Send registered mail or email with read receipt. Documentation matters if this escalates further.
8.3 — Final notice before collections / lien
When to use it: Final written notice before legal action. Has to be unambiguous and create the paper trail.
The prompt:
Write a final demand notice before collections / mechanic's lien action. Customer name: [FULL LEGAL NAME] Customer address: [FULL] Invoice number: [NUMBER] Original work date: [DATE] Original amount: [AMOUNT] Current balance with late fees: [AMOUNT] Days past due: [NUMBER] State: [STATE — FOR LIEN DEADLINE] Requirements: - Formal letter format (not email-casual) - Reference all prior attempts to collect (dates of reminders) - State the current balance and accumulated fees - State the specific next action: collections, mechanic's lien, or small claims - State the deadline for payment to avoid that action (typically 10 business days) - Provide payment options (certified funds, wire, etc.) - Note that any disputes must be communicated in writing by [DEADLINE] - Standard certified mail / proof of receipt language Tone: legal, formal, factual. No personal language.
What to do with the output: Send via certified mail return receipt. Keep the receipt. This creates the legal record you need before liens or court.
8.4 — Customer complaint response (we were at fault)
When to use it: Customer's complaint is legitimate. Your response either restores the relationship or destroys it.
The prompt:
Write a response to a customer complaint where we were genuinely at fault. Customer name: [FIRST NAME] Complaint summary: [WHAT HAPPENED FROM THEIR VIEW] What actually went wrong on our end: [HONEST] What I'm prepared to do to fix it: [SPECIFIC RESOLUTION] Requirements: - Open by acknowledging the issue specifically (not "we apologize for any inconvenience") - Take ownership without excuses - State exactly what we're doing to fix it AND when - If financial resolution is included, state the amount/credit - Acknowledge the impact on them (their time, their trust) - Provide my direct contact for any further concerns - Ask if there's anything else they need from us Under 200 words. Tone: humble, direct, professional. No corporate hedging.
What to do with the output: Send within 24 hours of receiving the complaint. Speed of response matters as much as the resolution itself.
8.5 — Customer complaint response (they were at fault, or it's outside our scope)
When to use it: Customer is complaining about something that isn't our responsibility. Hold the line without losing the customer.
The prompt:
Write a response to a customer complaint about something outside our scope or not our fault. Customer name: [FIRST NAME] Their complaint: [SUMMARY] Why it's not our responsibility: [HONEST EXPLANATION — E.G., "PRE-EXISTING CONDITION", "NOT IN OUR SCOPE", "MANUFACTURER ISSUE NOT INSTALLATION"] Anything I CAN do to help (even if not obligated): [LIST OR "NONE"] Requirements: - Open by acknowledging they're frustrated (validate the feeling, not the blame) - Briefly explain why this falls outside our work - Reference documentation if relevant (scope, contract, warranty terms) - Offer what I CAN do, even if it's just connecting them to the right party - Do not get defensive or blame them - Provide a clear next step for them - Under 200 words Tone: respectful, firm, helpful. Not dismissive.
What to do with the output: Send within 24-48 hours. Even when not at fault, slow responses make customers angrier than the original issue.
8.6 — Refund request response
When to use it: Customer wants money back. You need to handle it without setting a precedent or losing money you shouldn't.
The prompt:
Write a response to a customer requesting a refund. Customer name: [FIRST NAME] Project: [BRIEF] Amount paid: [TOTAL] Refund amount requested: [AMOUNT] Reason given: [THEIR REASON] My honest assessment: [E.G., "VALID — WORK WAS SUBSTANDARD", "PARTIAL — SOME ISSUES BUT MOST WORK WAS GOOD", "NOT VALID — WORK MET SCOPE, THEY HAVE BUYER'S REMORSE"] What I'm prepared to offer: [FULL REFUND / PARTIAL REFUND / REDO WORK / NOTHING] Requirements: - Acknowledge their request seriously - Brief explanation of my decision and reasoning - If granting refund: specifics on amount, method, timing - If partial or alternative resolution: specifics on what's offered and why - If declining: respectful but clear, reference contract/scope/warranty terms - Always offer next step (call to discuss, meeting, dispute process) - Under 200 words Tone: respectful, professional. Decisive — don't waffle.
What to do with the output: Always document refund decisions. Whether you grant or deny, the paper trail matters if disputes escalate.
8.7 — Subcontractor termination
When to use it: A sub isn't working out and needs to go. Termination has to be clean to avoid disputes.
The prompt:
Write a subcontractor termination notice. Subcontractor company: [NAME] Project(s) they were assigned: [LIST] Reason for termination (internal honest version): [E.G., "REPEATED QUALITY ISSUES", "MISSED DEADLINES", "NO-SHOW PATTERN", "SAFETY VIOLATIONS"] Effective date: [DATE] Outstanding payments owed (if any): [AMOUNT — FOR WORK COMPLETED TO STANDARD] Equipment / materials in their possession: [LIST] Requirements: - Formal letter format - Clear statement of termination effective [DATE] - Brief, factual reason — no emotional language - Reference prior conversations / documentation if applicable - Statement about any final payment for completed work (or lack thereof) - Return of company property / materials - Confidentiality and non-disparagement reminder (if applicable to your agreement) - Final contact for any follow-up Under 250 words. Tone: professional, neutral, final.
What to do with the output: Send via email AND certified mail. Keep all prior documentation of issues. Termination letters held up by paper trails rarely become legal problems.
Section 9: Operations & Admin
The unsexy office work that piles up while you're running jobs. These prompts handle the back-office writing — meeting notes, SOPs, summaries, internal communications — so you can spend that time on the work that pays.
9.1 — Turn meeting notes into action items
When to use it: You scribbled notes during a meeting. AI turns them into a clean action list with owners and deadlines.
The prompt:
Take these raw meeting notes and turn them into a structured action list. Meeting notes: [PASTE NOTES — STREAM OF CONSCIOUSNESS IS FINE] Meeting attendees: [LIST] Date: [DATE] Produce: SUMMARY (3-5 sentences): - What we discussed - Key decisions made ACTION ITEMS: For each item: WHAT | WHO OWNS IT | DUE DATE - Pull these directly from the notes - If owner or deadline isn't clear, mark as [CLARIFY] - Don't invent action items not mentioned OPEN QUESTIONS: - Things that came up but weren't decided NEXT MEETING (if mentioned): - Date, location, agenda items
What to do with the output: Email to attendees within 24 hours of the meeting. Cuts dropped action items by 70%+. Makes you look like you have your stuff together.
9.2 — Summarize a long email thread
When to use it: Twenty-message email chain on a complicated issue. You need the gist in 30 seconds.
The prompt:
Summarize this email thread for me. Thread: [PASTE THE FULL THREAD] Produce: THE SITUATION (2-3 sentences): - What this thread is about - Where things stand right now KEY POSITIONS: - What each main party wants or said - What they agreed or disagreed on DECISIONS MADE: - Anything resolved or committed to OPEN ITEMS: - What still needs to happen - Who owes the next response RECOMMENDED NEXT STEP: - What I should do next Keep the whole summary under 200 words.
What to do with the output: Use this when you've been forwarded a long thread or come back from vacation. Cuts catch-up time from 20 minutes to 2.
9.3 — Write a Standard Operating Procedure from a verbal walkthrough
When to use it: You know how to do something but writing the SOP takes hours. Talk through it once, AI formats it.
The prompt:
Turn this verbal walkthrough into a written Standard Operating Procedure (SOP).
Process being documented: [E.G., "MORNING JOB SITE SETUP", "INVOICING A COMPLETED JOB", "QUOTE FOLLOW-UP CADENCE"]
Walkthrough (paste transcript or notes):
[PASTE]
Format the SOP with:
TITLE & PURPOSE (3-4 sentences)
- What this SOP covers
- Who uses it
- Why it matters
REQUIRED MATERIALS / TOOLS / ACCESS
- List
STEP-BY-STEP PROCEDURE
- Numbered, in order
- Each step short and action-oriented
- Include any decision points ("If X, then Y. If Z, then A.")
QUALITY CHECK
- How to confirm it's done right
WHO TO CONTACT FOR EXCEPTIONS
Format for printing — clean, scannable, no fluff.
What to do with the output: Record yourself walking through a process while doing it once. Then run through this prompt. You now have an SOP you can hand to a new hire.
9.4 — Convert voice memo into to-do list
When to use it: You drove between jobs and rattled off 12 things into your phone. Turn it into a usable list.
The prompt:
I recorded a voice memo with a list of things I need to do. Turn the transcript into a prioritized, actionable to-do list. Transcript: [PASTE] Today's date: [DATE] Produce: TODAY (urgent or deadline-driven): - List THIS WEEK: - List WHEN I HAVE TIME: - List NEEDS DELEGATION (mark who should handle if mentioned): - List CLARIFICATION NEEDED: - Anything from the transcript I should clarify before I can act on it For each item, keep it under 12 words and start with a verb.
What to do with the output: Voice-memo-to-list is one of the highest-ROI AI uses for owners. Capture during downtime, get a clean list when you sit down.
9.5 — Weekly business review summary
When to use it: You want a one-page snapshot of how the week went. Pull from notes, numbers, and gut sense into something readable.
The prompt:
Help me write a weekly business review summary. Week ending: [DATE] Trade: [YOUR TRADE] Inputs: - New leads this week: [NUMBER] - Quotes sent: [NUMBER] - Jobs closed: [NUMBER + TOTAL DOLLAR] - Jobs completed: [NUMBER + TOTAL DOLLAR INVOICED] - Cash collected: [DOLLAR] - Outstanding AR: [DOLLAR] - Highlights / wins: [LIST] - Issues / challenges: [LIST] - Next week's priorities: [LIST] Produce a clean one-page summary with: - Top metrics - What's working - What's not - 3-5 priorities for next week - One paragraph of context / commentary on the week Format for printing or emailing to myself (or a business partner).
What to do with the output: Run this every Friday. The discipline of writing a weekly review beats the writing itself for catching issues early.
9.6 — Year-end summary email to clients
When to use it: December email to your client list. Thanks, year recap, what's next. Keeps you top of mind without selling.
The prompt:
Write a year-end summary email to send to past clients of my [TRADE] business. Year: [YEAR] Business milestones this year (if any): [E.G., GROWTH, NEW HIRES, NEW SERVICES, AWARDS] A specific thank-you / reflection: [HONEST] What's coming next year (if relevant): [E.G., NEW SERVICE, SCHEDULE FILLING, EXPANSION] Any returning-customer offer for next year: [E.G., "EARLY SPRING BOOKING DISCOUNT"] Requirements: - Subject line that's not "Happy Holidays from [BUSINESS]" - Under 250 words - Open warm but professional - Brief recap of the year (1 paragraph) - Genuine thank-you to customers (1 paragraph) - One forward-looking line about next year - Optional soft offer at the end - Sign off with my actual name Tone: like a small business owner reflecting, not a marketing department broadcasting.
What to do with the output: Send in mid-to-late December. Past customers convert at 5-10x cold leads. This email earns repeat work that costs nothing.
9.7 — Document an insurance claim incident
When to use it: Something happened on a job that requires insurance documentation. The narrative has to be factual and complete.
The prompt:
Help me write a factual incident narrative for an insurance claim. Incident type: [E.G., PROPERTY DAMAGE, INJURY, VEHICLE INCIDENT, TOOL THEFT] Date and time: [DETAILS] Location: [ADDRESS / SITE] People involved: [NAMES, ROLES] What happened: [YOUR ACCOUNT — STREAM OF CONSCIOUSNESS IS FINE] Witnesses: [NAMES, CONTACT IF AVAILABLE] Damage / injury / loss: [DESCRIBE] Actions taken on site: [WHAT WAS DONE] Photos taken: [YES / NO] Police / EMS called: [YES / NO] Produce a clean incident narrative formatted for insurance submission: - Chronological order - Factual language only — no opinions, no speculation - Specific details (times, sequence, who said what) - Numbered sections - Closing summary of damage/loss and any immediate response Under one page. Tone: neutral, factual.
What to do with the output: File this same day. Adjusters reward clear, prompt, factual reporting. Vague or delayed reports get scrutinized harder.
Section 10: Website & Local SEO Copy
These prompts produce website copy that converts and ranks. Most contractor websites are full of generic 'quality service' filler that does nothing. Specific copy with local signals beats generic copy every single time.
10.1 — About Us page
When to use it: The most-visited page on most service business websites after the homepage. Most are written badly. Yours doesn't have to be.
The prompt:
Write an About Us page for my [TRADE] business website. Business name: [NAME] Owner name: [NAME] Year started: [YEAR] Service area: [CITIES/COUNTIES] Trade: [YOUR TRADE] What's true about how I started this business: [REAL BACKSTORY — 2-3 SENTENCES] What we do differently from competitors (specific, not "quality"): [LIST] Number of employees: [NUMBER] Anything else specific and true: [E.G., "I STILL ANSWER THE PHONE", "WE GUARANTEE 24-HOUR RESPONSE", "ALL OUR TECHS ARE [CERTIFICATION]"] Write the page with: OPENING SECTION (under 100 words): - Hook that says specifically what we do and for whom - City/region mentioned naturally OUR STORY (150-200 words): - How I started the business - Why I started it - One human detail that builds trust WHAT MAKES US DIFFERENT (3-4 bullet points): - Specific things, not generic - Tied to what customers actually care about WHO WE SERVE: - City/region with specifics CLOSING (50 words): - What to do next (call, get quote, etc.) Total page under 600 words. No "your trusted local [trade]" language.
What to do with the output: Replace your current About page in one sitting. Most About pages get rewritten once a decade — yours just got refreshed in 20 minutes.
10.2 — Service page for a specific service
When to use it: You want a page for one specific service that ranks locally AND converts. This is where most trade SEO is won or lost.
The prompt:
Write a service page for my website focused on ONE specific service. Service: [E.G., "DUCTLESS MINI-SPLIT INSTALLATION", "TERMITE TREATMENT", "WATER HEATER REPLACEMENT"] Service area / city to target: [CITY, STATE] Trade: [YOUR TRADE] Average price range: [IF YOU WANT TO INCLUDE] What's included: [LIST] Common reasons customers need this: [LIST PROBLEMS] Our process: [STEP BY STEP, BRIEF] Warranty: [WHAT WE OFFER] Write the page with: H1 HEADLINE: include both the service AND the city - E.g., "[Service] in [City], [State]" OPENING SECTION (under 150 words): - Lead with the customer's problem, not our service - Mention the city naturally in the first 2 sentences - Brief intro to what we do for this service COMMON PROBLEMS WE SOLVE: - 4-6 specific situations that bring customers to us - Plain language, not jargon OUR PROCESS: - 4-5 steps from first call to job complete WHAT'S INCLUDED: - Bullet list of what they get WHY CHOOSE US FOR [SERVICE] IN [CITY]: - 3-4 specific reasons (local, licensed, warranty, etc.) FAQ: - 3-5 questions real customers ask about this service CLOSING / CALL TO ACTION: - Specific next step Use the service name AND city naturally throughout (not stuffed). Total page 600-900 words.
What to do with the output: Build ONE of these per service. Local SEO gold. Tells Google and customers exactly what you do and where.
10.3 — Service area page (local SEO)
When to use it: You serve multiple cities. Each city needs its own page or you lose local rankings to competitors who have them.
The prompt:
Write a service area page for a specific city my business serves. City and state: [CITY, STATE] Trade: [YOUR TRADE] What's true about this city / why we serve it: [E.G., "WE'VE BEEN WORKING IN [CITY] FOR 10 YEARS", "OUR SHOP IS 20 MINUTES AWAY"] Common issues homeowners face in this area (climate, building age, etc.): [LIST] Services we offer in this city: [LIST] Any local landmarks / neighborhoods we work in: [LIST 3-5] Write the page with: H1: include the service area focus - E.g., "[Trade] Services in [City], [State]" OPENING (under 150 words): - Specifically address [CITY] homeowners - Reference something specific about the area (climate, housing stock, common issues) - State that we serve [CITY] and specifically what SERVICES WE OFFER IN [CITY]: - Bulleted list with brief descriptions NEIGHBORHOODS WE SERVE: - List specific neighborhoods, not generic WHY [CITY] HOMEOWNERS CHOOSE US: - 3-4 specific reasons relevant to this area LOCAL FAQ: - 2-3 questions specific to this city CLOSING: - Service area scheduling info, phone, next step Total under 700 words. Use the city name naturally throughout. Make it actually specific to this city, not interchangeable.
What to do with the output: One page per city you serve. The contractor with a page for each city outranks the one with a generic 'service area' page every time.
10.4 — FAQ section
When to use it: FAQ does double duty — answers customer questions, ranks for long-tail SEO. Most contractors skip it or write 3 generic questions.
The prompt:
Write an FAQ section for my [TRADE] website. Trade: [YOUR TRADE] Service area: [CITY] Common customer questions (from what I actually get asked): [LIST AS MANY AS YOU CAN] Produce 10-15 questions and answers covering: PRICING (3-4 questions): - Cost ranges, what affects price, payment options PROCESS (3-4 questions): - How long it takes, what to expect, what we need from them CREDENTIALS / TRUST (2-3 questions): - Licensed, insured, warranty, how long in business LOGISTICS (2-3 questions): - Service area, scheduling, emergency service, response time SPECIFIC SERVICE QUESTIONS (3-4 questions): - Trade-specific questions homeowners actually ask For each: - Question phrased the way a customer would actually type it into Google - Answer 1-3 sentences max - No fluff, no "we strive to" language - Mention city or service when natural These should sound like a person answering, not a brochure.
What to do with the output: Add to website AND build schema markup for FAQ. Helps both customers and Google understand your business.
10.5 — Meta title and meta description
When to use it: The text that shows up in Google search results. Most contractor websites have terrible meta — yours doesn't have to.
The prompt:
Write SEO meta title and meta description for a page on my website. Page topic: [E.G., "WATER HEATER REPAIR IN AUSTIN", "ABOUT US", "TERMITE INSPECTION SERVICE PAGE"] Target city: [CITY] Key phrase I want to rank for: [PHRASE] Business name: [NAME] Phone (if I want it in meta): [NUMBER] Produce: META TITLE (under 60 characters): - Key phrase near the front - City included naturally - Business name at the end - Make it click-worthy, not robotic META DESCRIPTION (under 155 characters): - One sentence value prop - Include the key phrase naturally - Include a soft call to action - Include the city - Do NOT keyword-stuff Produce 3 versions of each so I can pick the best one.
What to do with the output: Update meta on every page of your site. Free SEO lift. Most contractor sites have default WordPress meta — easy win.
10.6 — Homepage hero section
When to use it: The top of your homepage. Visitors decide in 5 seconds whether to keep scrolling. Most contractor homepages waste those 5 seconds.
The prompt:
Write the hero section copy for my [TRADE] business homepage. Trade: [YOUR TRADE] Main service area / city: [CITY] Key differentiator (true, specific): [E.G., "SAME-DAY SERVICE", "FAMILY-OWNED SINCE 1998", "WARRANTY UP TO 10 YEARS"] Top 3 services I want to feature: [LIST] Phone number: [NUMBER] Produce: HEADLINE (under 10 words): - Clear about what we do and where - Include either the customer problem or our differentiator - Not "Welcome to [Business]" SUBHEADLINE (under 20 words): - Expand on the headline - Mention trust signal (licensed, insured, years in business) PRIMARY BUTTON CTA TEXT: - 2-4 words - Action-oriented, NOT "Submit" or "Click Here" SECONDARY BUTTON CTA TEXT: - 2-4 words - Lower-commitment alternative (e.g., "See Services" vs primary "Get Quote") SUPPORTING TRUST LINE (under 15 words): - One sentence about credentials, years, service area, or guarantee Produce 3 different versions of the headline/subheadline pairing so I can A/B test or choose.
What to do with the output: Update your homepage hero this week. Highest-leverage square footage on your entire website.
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