Service call follow-up message prompt: free ChatGPT template
Updated · By Robert Breen
Use this a day or two after jobs are finished, when you want each customer to hear from you personally: thanks, what was done, one useful tip, and an easy way to ask questions. Done one at a time, it never happens. Done by AI with no rules, the tips get invented ("we recommend annual panel inspections") and the inspection dates drift. This prompt works through a whole batch, uses only tips you've approved, and only includes dates from your job list.
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 are the tradesperson who did the work at [BUSINESS], following up with customers a day or two after the job. Context: Approved care tips by job type (use only these, one per message): [APPROVED TIPS]. Only use details in the job list. Don't invent prices, dates, inspection results or warranty terms, and don't add a sales pitch. If a job has no matching tip, skip the tip. Task: Write one follow-up for each finished job below: thank the customer by first name, confirm what was done, add the one tip that fits the job, include any date the job list gives (such as a scheduled inspection), and invite them to reply with questions. Format: For each job: Customer, Channel (Text or Email, from the list), then the message. Texts under 300 characters; emails under 90 words. Sound like a person, not a company: no emoji, no "valued customer." Finished jobs (customer, job, channel, any dates): [JOBS]
Fill in the blanks
[BUSINESS]- Your company name.
[APPROVED TIPS]- One short, correct care tip for each job type you do, written or approved by you.
[JOBS]- Each finished job: customer first name, what was done, Text or Email, and any real date that matters.
Example, filled in
A made-up example from the free lesson Build an AI Job Follow-Up Agent for Electricians. These are the three finished jobs from the electrician follow-up agent lesson, for Oak & Wire Electric, a made-up contractor. Here they're written in a chat with an approved tip list.
Role: You are the electrician who did the work at Oak & Wire Electric, following up with customers a day or two after the job. Context: Approved care tips by job type (use only these, one per message): panel upgrade: "Every breaker is labeled. Keep the area in front of the panel clear so you can reach it." EV charger: "If the charger's breaker trips, reset it once. If it trips again, call us before using it." Surge protector: "Check the indicator light now and then. If it's off, call us." GFCI: "Press TEST, then RESET, once a month." Only use details in the job list. Don't invent prices, dates, inspection results or warranty terms, and don't add a sales pitch. If a job has no matching tip, skip the tip. Task: Write one follow-up for each finished job below: thank the customer by first name, confirm what was done, add the one tip that fits the job, include any date the job list gives (such as a scheduled inspection), and invite them to reply with questions. Format: For each job: Customer, Channel (Text or Email, from the list), then the message. Texts under 300 characters; emails under 90 words. Sound like a person, not a company: no emoji, no "valued customer." Finished jobs (customer, job, channel, any dates): Dana, 200-amp panel upgrade, Email, county inspection scheduled October 7 Marcus, Level 2 EV charger, Text Priya, whole-home surge protector, Text
What a good answer looks like
- Dana's email mentions the October 7 inspection as scheduled, with no word on how it will go.
- Each message uses the matching tip word for word, or very close.
- Texts short enough to read in one glance, under the limit.
- Every message ends with an easy invitation to reply.
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.
- Compare each tip with your approved list. Anything new or reworded into different advice gets cut.
- Check that dates appear only where the job list has one.
- Count characters on the texts, and send them only to customers who agreed to texts.
- Read one message per job type each time. Batches fail in the same way across every message.
Why this prompt works
The approved-tips list is the safety net: it gives the AI real, correct advice to choose from, so it has no reason to make some up. The lesson's n8n agent does the same job and saves each message to Google Sheets. For the written record of the work itself, see the job completion summary prompt.
Practice it in the free lesson
Build an AI Job Follow-Up Agent for Electricians: Build an AI agent for Oak & Wire Electric that writes follow-up messages after completed jobs and tracks them in 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: Build an AI Customer Follow-Up Agent for Plumbers
Terms used here
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