# 150 AI prompts for HVAC Pros — free list of every prompt

https://www.ai-on-the-job.com/prompts/009-ai-on-the-job-hvac-pros-edition

150 AI prompts for HVAC Pros

Every one of the 150 prompt titles in the book, in the book's own eight
groups. Twelve are printed in full and marked; use those today.
The yellow parts are the blanks you fill in.

Setup & Voice Prompts 1–15

#1Your permanent profilePaste 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.”

#2The tone calibrator

#3The plain-English filter

#4Shorter, always

#5Three versions

#6The de-jargonizer

#7Teach it your voice

#8The reverse brief

#9Fix my dictation

#10Translate for texting

#11The second opinion

#12Explain like a lead tech

#13The checklist maker

#14Spanish version

#15What did I forget

Replacement Quotes & Estimates Prompts 16–40

#16The 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].”

#17The survey capture

#18Scope tightener

#19Good-better-best

#20The same-day cover note

#21After-hours repair quote note

#22Repair vs. replace

#23The permit paragraph

#24The ‘why so much’ reply

#25Price-match pushback

#26The apples-to-apples sheet

#27Financing mention

#28The 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.”

#29Decline-the-job letter

#30The price-hold note

#31Light-commercial bid cover letter

#32Scope-of-work for subs

#33The quote template audit

#34The heat pump explainer

#35System-plus-ductwork narrative

#36Mini-split options

#37The ‘found more’ change order

#38Warranty terms paragraph

#39The IAQ add-on menu

#40Estimate-to-invoice handoff

Customer Communication & the Crush Prompts 41–65

#41The 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.”

#42The two-window offer

#43The no-show save

#44The heat-wave triage kit

#45The freeze-night triage kit

#46Day-of install prep

#47The completion walkthrough text

#48Bad news, delivered well

#49It’s a new problem, not a callback

#50The genuine callback

#51The 10 p.m. no-cool reply

#52Wake the quiet quote

#53The 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.”

#54Warranty registration reminder

#55The access apology

#56Explaining the service call fee

#57The landlord authorization script

#58Tenant coordination

#59The elderly-customer version

#60The GC / property manager update

#61Holiday hours announcement

#62The referral thank-you

#63Difficult customer de-escalation

#64The scope-creep boundary

#65The goodbye letter

Money & Maintenance Agreements Prompts 66–85

#66Self-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].”

#67The deposit request

#68Progress-payment schedule

#69The receipt-with-a-future

#70The collection ladder

#71The payment-plan yes

#72The bounced check note

#73Estimate vs. final explainer

#74The agreement pitch

#75Distributor quote request

#76The 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].”

#77Warranty claim to manufacturer

#78Paper-trail email

#79The renewal letter batch

#80Insurance documentation

#81The subcontractor invoice check

#82Tax-time summary

#83The insurance-friendly refusal

#84The paid-assessment note

#85End-of-week money sweep

Reviews & Reputation Prompts 86–105

#86Review 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.”

#87The 5-star with a detail

#88The 4-star with a niggle

#89The 3-star mystery

#90The factually-wrong review

#91The never-a-customer review

#92The 1-star response

#93The review-bomb triage

#94The timed review ask

#95The big-install ask

#96The second ask (one only)

#97Testimonial to website copy

#98The case study

#99The milestone post

#100The apology that closes the loop

#101The photo permission ask

#102The BBB/complaint-portal response

#103The reputation audit

#104Competitor review mining

#105The Nextdoor answer

On the Job Prompts 106–120

#106The 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.”

#107The phone-triage thinker

#108The bulletin distiller

#109The diagnostic rubber duck

#110The pick list

#111Multi-job day loadout

#112The old-house wildcard list

#113Time estimator sanity check

#114The safety minute

#115The permanent record

#116The handoff brief

#117Apprentice explainer

#118The photo log captions

#119End-of-day brain dump

#120The ‘should I take this job’ gut-check

Marketing & Growth Prompts 121–145

#121Profile 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].”

#122The photo strategy

#123Service page

#124Town page

#125A month of posts

#126The FAQ goldmine

#127Seasonal calendar

#128The neighborhood blitz

#129The realtor letter

#130Property manager pitch

#131Seasonal campaign

#132The email newsletter (quarterly, short)

#133Radio/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.”

#134The truck-wrap brief

#135Website home page

#136Google Ads starter

#137The recruiting post

#138The trade-school pipeline letter

#139Community sponsorship post

#140The win-back offer

#141Review-to-ad pipeline

#142The ‘we do that too’ campaign

#143Competitor-gap positioning

#144The agreement sales page

#145Marketing month in 60 minutes

Admin & Momentum Prompts 146–150

#146The 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].”

#147The SOP writer

#148The meeting-with-myself

#149The delegation test

#150The edition-one graduation