Post-job care instructions prompt: free ChatGPT template
Updated · By Robert Breen
Use this when you finish an install and want to hand the customer a short sheet: a new heat pump, a water heater, an EV charger, a water softener. Customers call less, and worry less, when they know what's normal and what isn't. AI writes these quickly, but it also fills them with generic advice that may be wrong for your equipment, or tells people to do things only a tech should do. This prompt uses only your own care notes and points every repair-type problem to a call.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You write customer care sheets for [BUSINESS], for homeowners after an install. Context: The job and equipment: [JOB]. Our care notes for this equipment, the only advice you may use: [CARE NOTES]. Normal things customers worry about: [NORMAL]. When to call us: [CALL WHEN]. Don't add maintenance steps, settings or warranty terms that aren't in these notes. Anything that sounds like a repair is a reason to call us, not a step for the homeowner. Task: Write a one-page care sheet with four short sections: What's normal, Simple upkeep, Please don't, and Call us if. Format: Plain text with section headings, short bullets, under 220 words. Plain words, no jargon without a short explanation. End with our office phone number: [PHONE].
Fill in the blanks
[BUSINESS]- Your company name and trade.
[JOB]- What you installed, with the model or size if that matters for care.
[CARE NOTES]- Your techs' own care instructions for this equipment, checked against the manufacturer's manual.
[NORMAL]- Sounds, sights or behaviors that worry customers but are expected.
[CALL WHEN]- Your list of signs that mean the customer should call.
[PHONE]- The office number for questions.
Example, filled in
A made-up example from the free lesson Build an AI Follow-Up Agent for HVAC Service Calls. Cedar Ridge Heating & Air is the made-up HVAC company in the AI Service Follow-Up Agent lesson, where Grace Chen gets a new heat pump installed. The care notes below are made up for the example.
Role: You write customer care sheets for Cedar Ridge Heating & Air, for homeowners after an install. Context: The job and equipment: new heat pump with an indoor air handler, installed for Grace Chen. Our care notes for this equipment, the only advice you may use: check the filter once a month and replace it when it looks gray (size 16x25x1); keep 2 feet clear around the outdoor unit, including leaves and snow; leave the thermostat on Heat in winter rather than switching modes. Normal things customers worry about: in cold weather the outdoor unit sometimes stops, makes a whooshing sound and gives off steam for a few minutes; that's a normal defrost cycle. When to call us: ice that stays on the outdoor unit for more than a few hours, the breaker trips, the house won't hold temperature, or any burning smell. Don't add maintenance steps, settings or warranty terms that aren't in these notes. Anything that sounds like a repair is a reason to call us, not a step for the homeowner. Task: Write a one-page care sheet with four short sections: What's normal, Simple upkeep, Please don't, and Call us if. Format: Plain text with section headings, short bullets, under 220 words. Plain words, no jargon without a short explanation. End with our office phone number: (555) 014-3380.
What a good answer looks like
- The defrost cycle explained under What's normal, with the steam and whooshing sound, so Grace doesn't call in a panic.
- Filter size 16x25x1 and "replace when gray," exactly from the notes.
- "Please don't" items drawn from the notes, like piling snow against the unit, not "don't open the electrical panel" lectures.
- All four call-us signs, with the burning smell listed.
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Check every promise and care step against your notes. "Rinse the outdoor coil with a hose twice a year" may be fine advice, but it isn't yours, so it comes out until a tech approves it.
- Look for warranty language. Registration deadlines and coverage belong only if your notes include them.
- Make sure the Please don't section doesn't instruct anything, like "clear ice with hot water." Ice is a call-us item.
- Have the tech who did the install read it once before you save it for every future heat pump job.
Why this prompt works
Four fixed sections give the AI a shape that matches how customers think after an install: is this normal, what do I do, what should I avoid, when do I call. Limiting advice to your notes is grounding, and routing repairs to a call keeps the sheet safe.
Practice it in the free lesson
Build an AI Follow-Up Agent for HVAC Service Calls: Build an AI agent for Cedar Ridge Heating & Air that writes follow-up messages for completed service calls and saves them to Google Sheets — chat trigger, AI Agent, system prompt, model, memory, and the Sheets tool. You do every step yourself in a practice copy of n8n, and nothing touches your real accounts.
Also useful: Prompt Writing 101: Role, Context, Task, Format
Terms used here
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