# Technician on the way text prompt: free ChatGPT template > Write the "your tech is on the way" text: who's coming, the arrival estimate dispatch gave you, what to have ready, and how to reach the office. Source: https://learn.ynteractive.com/content/prompts/technician-on-the-way-text-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Customer emails](https://learn.ynteractive.com/content/prompts#job-customer-emails) · [Trades](https://learn.ynteractive.com/content/prompts#industry-trades) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when a tech leaves the last job and heads to the next customer. A short heads-up text means the customer is home, the dog is inside and the electrical panel isn't hidden behind a stack of boxes. The risk is the arrival time: an AI will turn "about 30 to 45 minutes" into "arriving at 2:15." This prompt keeps the estimate exactly as dispatch gave it and adds only the prep and contact details you supply. ## 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](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You write short "on the way" texts for [BUSINESS], sent when a technician heads to a customer's home. Context: The technician: [TECH]. Arrival estimate from dispatch, use exactly as given: [ESTIMATE]. What the customer should have ready: [READY]. Office number for questions: [OFFICE PHONE]. Never turn a range into an exact time, and don't add anything about price or what the problem might be. Task: Write one text that tells [CUSTOMER] who is coming, the arrival estimate, what to have ready, and how to reach the office. Format: Under 280 characters, starting with the business name. Friendly and plain, no emoji, no links. Then give me a second, even shorter version under 160 characters. ``` ## Fill in the blanks **`[BUSINESS]`** Your short business name. **`[TECH]`** The tech's first name and, if you use them, what they'll be driving or wearing so the customer recognizes them. **`[ESTIMATE]`** What dispatch actually knows, such as "about 30 to 45 minutes." A range is honest; a minute is a promise. **`[READY]`** One or two prep items for this job, such as a clear path to the panel or pets put away. **`[OFFICE PHONE]`** The number customers should call, not the tech's personal cell unless that's your policy. **`[CUSTOMER]`** The customer's first name. ## Example, filled in **A made-up example** from the free lesson [Build an AI Job Follow-Up Agent for Electricians](https://learn.ynteractive.com/content/electrician-job-follow-up-ai-agent-n8n). Oak & Wire Electric is the made-up electrical contractor in the AI Job Follow-Up Agent lesson, where Marcus gets a Level 2 EV charger installed. Here is the text Marcus gets before the electrician shows up. Copy example ```text Role: You write short "on the way" texts for Oak & Wire Electric, sent when a technician heads to a customer's home. Context: The technician: Sam, in a white Oak & Wire van. Arrival estimate from dispatch, use exactly as given: about 30 to 45 minutes. What the customer should have ready: a clear path to the electrical panel and to the garage wall where the charger goes. Office number for questions: (555) 014-7720. Never turn a range into an exact time, and don't add anything about price or what the problem might be. Task: Write one text that tells Marcus who is coming, the arrival estimate, what to have ready, and how to reach the office. Format: Under 280 characters, starting with the business name. Friendly and plain, no emoji, no links. Then give me a second, even shorter version under 160 characters. ``` ## What a good answer looks like - "Oak & Wire Electric: Sam is on his way in a white Oak & Wire van, about 30 to 45 minutes out." - Both prep items: the panel and the garage wall. - The office number, not a promise that Sam will call. - A short version that still keeps the range and the van. ## 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](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Check every promise and number. "Sam will arrive by 2:15" or "within the hour" is not what dispatch said. - Make sure nothing hints at the job's cost or scope, like "the install takes about two hours." That belongs in the quote, not a heads-up text. - Confirm the vehicle and name details are right for today's tech before you save the version as a template. - If customers reply to these texts, decide who reads the replies before you start sending them. ## Why this prompt works This is a [prompt template](https://learn.ynteractive.com/content/glossary/prompt-template) with almost nothing to invent, which is the point: the AI only arranges five facts into a friendly sentence. Asking for a second, shorter version is a cheap way to see what it treats as essential. ## Practice it in the free lesson **[Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format)**: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/prompt-writing-101) Also useful: [Build an AI Job Follow-Up Agent for Electricians](https://learn.ynteractive.com/content/electrician-job-follow-up-ai-agent-n8n) · [Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n](https://learn.ynteractive.com/content/n8n-daily-job-alerts-google-sheets-gmail) ## Terms used here [Prompt template](https://learn.ynteractive.com/content/glossary/prompt-template) · [Prompt constraints](https://learn.ynteractive.com/content/glossary/prompt-constraints) ## Related prompts - [Service appointment confirmation prompt](https://learn.ynteractive.com/content/prompts/appointment-confirmation-email-prompt): Confirm a booked service visit by email: the day and arrival window, what the tech will do, how to get the home ready, and how… - [Appointment reminder text prompt](https://learn.ynteractive.com/content/prompts/appointment-reminder-text-prompt): Write day-before reminder texts for each job on tomorrow's schedule: the time window, who's coming, one prep step and an easy… - [Service delay update prompt](https://learn.ynteractive.com/content/prompts/service-delay-update-prompt): A ChatGPT prompt for telling a customer their job is delayed, sorted into what's confirmed, what isn't known yet and when… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)