AI prompts for air-conditioning techs

Act as an experienced air-conditioning tech writing a customer quote for a ducted install, off a site walk-through.
Turn my rough notes into a clear, professional, itemised quote in plain English.
Customer: [customer name]. Address: [site address].
What I saw, in my words: [notes, e.g. single-storey brick veneer, four zones, 14kW ducted, fan coil in the roof space over the hallway with enough height, outdoor unit on the north side on a slab, about eight metres of pipe run, switchboard's got a spare pole, one day plus a second for the zoning and commissioning].
Break it into line items the customer understands (unit supply, fan coil and ductwork, outlets and zoning, outdoor unit and base, pipe run and penetrations, electrical connection, commissioning, make-good, removal of the old unit), add a short intro and a clear "what's included / not included" section.
Leave the pricing blank for me to fill in. Australian spelling.

Write a quote for a straightforward back-to-back split-system install.
Customer: [customer name]. Address: [address]. Unit: [make/model and capacity, e.g. 7kW split].
The install: [details, e.g. back-to-back through a brick wall, indoor head in the lounge on the internal wall, outdoor unit on brackets on the same wall outside, drain to the garden bed, existing dedicated circuit at the board].
List what's included on my standard split install — bracket, drain run, conduit, core hole and make-good, commissioning and demo to the customer — and list what's NOT (any switchboard upgrade, any electrical work beyond connecting to an existing dedicated circuit, scaffold if we can't reach it off a ladder).
Leave the numbers blank. Short and tidy — this is a one-page quote, not an essay.

Write your standard inclusions once and the AI will keep using them. Half the arguments after an install are about what "supply and install" quietly didn’t include.

A customer has asked me what size air-conditioner they need. Help me write the reply.
What they told me: [paste their message, e.g. it's for an open-plan lounge and kitchen, maybe 6 by 7 metres, west-facing sliding doors, single-storey, 1990s brick].
Explain in plain English that capacity comes off a proper heat-load calculation, not the room's floor area alone, and list what actually changes the answer: room size and ceiling height, orientation and glazing, insulation in the roof and walls, how open it is to the rest of the house, and how many people are usually in there.
Then ask them for the 4-5 things I need ([e.g. rough dimensions, which way the windows face, is there insulation in the roof, is it open to a hallway or stairwell, a couple of photos]) and offer to do a site look.
Do NOT give them a kW number or pick a model — I do the heat load and I carry that call. Friendly and easy to read on a phone.

Never let the AI name a capacity. It doesn’t know their roof, their glazing or their liability — you do.

Act as an air-con tech about to price a [job type, e.g. ducted changeover / multi-head split / rooftop package unit] at [address], and write me the message that pins down what I can't tell from a photo.
What I know so far: [summary, e.g. they sent a photo of the old outdoor unit and said "it just stopped"].
What I need to know: [your list, e.g. what's fitted now — make, model and serial off the plate, is it cooling at all or dead, is the switchboard single or three phase and is there a spare pole, is there height in the roof space, where can the outdoor unit go, is there body-corporate approval needed, how do we get to the roof].
Write it as a short numbered list, framed as "so I can give you a real price and not a guess", and ask for a photo of the compliance plate and the switchboard.
Direct, friendly, no waffle.

Act as a senior air-conditioning estimator reviewing a quote before it goes out.
Job: [job type, e.g. 14kW four-zone ducted into a single-storey brick veneer] at [address]. My current line items: [paste your scope / line items].
List what commonly gets left off this type of job — the tip run and disposal of the old unit and its gas, brackets and the outdoor base or slab, condensate pump and drain, core holes and make-good, conduit and duct trunking, the sparky's isolator and connection, roof or ceiling access and any scaffold, crane or hoist for a rooftop unit, nitrogen and brazing consumables, commissioning time, travel, and my time doing the zoning setup and handover demo.
Just a checklist of "did you allow for..." questions. Don't invent prices, don't size anything, and don't make compliance calls for me.

The stuff that quietly eats a split-system margin: the make-good, the tip run and the second trip.

Help me explain to a customer why their air-conditioner can't keep [room, e.g. the west-facing bedroom / the open-plan lounge] cool, when the unit itself is working properly.
What's actually going on: [the real reason, e.g. no insulation in the roof at all, big west-facing windows with no external shading, the room's open to a stairwell so it's cooling the whole house].
Use a simple everyday comparison — cooling a room like that is like filling a bath with the plug out. Explain that the unit is doing what it's designed to do, that capacity isn't the whole story, and what would actually change it [e.g. roof insulation, external shading or blinds, closing the room off, or yes, more capacity].
Be straight without making them feel stupid, and don't promise a result I haven't measured. Short paragraph, plain Australian English.

This is the conversation that turns into a warranty claim against you if you don’t have it BEFORE the install.

Write a friendly, professional reply to a "not cooling" enquiry, that also gets me the information to tell whether this is a real job or a five-minute one.
They wrote: "[paste their message, e.g. our aircon isn't cold anymore, does it just need a re-gas?]".
Thank them, then ask the things I need before I load the van: [e.g. make, model and serial off the indoor or outdoor plate, how old is it, is the fan running, is it blowing at all or nothing, is there any error or fault code showing on the wall controller or flashing on the indoor unit, is there ice on the pipework, when was it last serviced].
Explain my call-out fee [$amount] and what it covers, and say honestly that a system low on gas has a leak somewhere — I'll find and fix the fault, not just top it up.
Warm, straight, and easy to reply to on a phone.

A customer has asked me to "just do a $90 re-gas". Help me write a polite, confident reply.
Their unit: [details, e.g. 12-year-old split, low on charge, no obvious damage].
Explain in plain English that a sealed system doesn't use up refrigerant the way a car uses fuel — if it's low, it's leaked, and it will leak again. Explain what I'd actually do: leak test, find and repair the fault, then evacuate and charge to the manufacturer's spec, and that it's regulated work I'm licensed for.
Give them the honest options [e.g. leak test and repair at $X, or put that money toward a new unit given its age] without scaring them or trash-talking whoever offered the $90.
Confident and respectful, not preachy. Short.

The first hot week is full of these. This message sorts the real buyers from the people shopping for a band-aid.

A customer says my price for [job, e.g. the 7kW split supply and install] is dearer than an online supply-and-install deal they've found. Help me write a polite, confident reply.
My quote covers: [key inclusions and quality points, e.g. a proper heat load rather than a guess off the floor area, the bracket and base, the core hole made good properly, the electrical connection done by my licensed sparky, nitrogen-purged brazing and a proper vacuum, commissioning and a handover demo, manufacturer's warranty registered in their name, and a local tech who answers when it stops].
Don't be defensive and don't drop the price. Offer to walk them through both quotes line by line so they can see what's actually in each — and ask them, gently, who comes back if it stops cooling in February. Short and respectful.

Write a body-corporate / strata application for approval to install an air-conditioner at [unit and address].
Owner / applicant: [customer name]. Installer: [my business name], licence [number], insured [details].
The proposal: [details, e.g. 5kW split, indoor head on the lounge internal wall, outdoor unit on brackets on the rear balcony wall out of sight from the street, pipe run in a neat duct along the existing line, condensate to the existing balcony drain, core hole made good and painted to match].
Address what committees always ask about: appearance from the street or common property, noise (quote the unit's rated sound level [dB] and the hours it'd typically run), where the condensate goes, who's responsible for the wall penetration and making good, and confirmation the work is done by a licensed installer with insurance.
Set it out as a formal but readable one-pager with a spot for the committee's approval. Don't invent noise figures or council requirements — leave anything I haven't given you in brackets for me to fill in.

Half of strata knock-backs are just an application that didn’t answer the four things the committee always asks.

It's the first proper hot week and I've got more calls than days. Help me sort them into a run.
Today's calls: [paste your list, e.g. Mrs Patel no cooling with a newborn; Dave wants a price on ducted, no rush; unit 3 at the strata block dripping through the ceiling; builder wants a variation priced; someone wanting a $90 re-gas on a 15-year-old unit; rental agent, tenant says it's noisy].
Suburbs: [rough locations]. I've got [number] techs and [hours] of daylight.
Sort them into: must-be-today (health, water damage, or a real buyer who'll go elsewhere by tonight), can-wait-a-day, and quote-or-callback-not-a-truck-roll. Group the truck-rolls sensibly by area so we're not crossing town twice.
Then write me the one-line text I send each of the ones that aren't today, so nobody's left wondering. Don't make the medical or urgency call for me — flag anything you think I should look at again.

The dripping-through-the-ceiling one is a today job whether you like it or not. The re-gas can wait.

Write a short, friendly but firm message to my sparky [name] about an install that can't be finished without him.
Job: [address], customer [name]. Install date: [date].
What I need from him and when: [e.g. isolator mounted and the dedicated circuit run to the outdoor unit, ready before we commission Thursday morning — we're on site from 7].
Anything he needs to know: [e.g. the board's on the south side, there's a spare pole, the customer's home all day, park in the driveway].
Make it easy to reply with a yes or a day. Ask him to tell me straight away if he can't make it, because I've got a customer sitting in a hot house and a machine I can't fire up. No lecture.

Write a polite but firm email to [wholesaler / supplier name] chasing an order that's holding up an install.
Order: [what you ordered, e.g. 14kW ducted outdoor unit and fan coil, plus four zone motors] placed on [date], order ref [number], on account [account name].
It was due [date]. The install's booked for [date], the customer's taken a day off work, and the ceiling's already open.
Ask for a firm delivery date today, whether they can transfer one in from another branch, and to be called the moment anything changes. Professional and to the point, but leave them in no doubt this one's costing me.

Ask about a branch transfer explicitly. It’s often sitting an hour away and nobody looks unless you make them.

Write the message that books my pre-summer service run.
Who it's going to: [e.g. everyone I've installed for in the last five years / my maintenance-plan customers].
What's included in the service: [e.g. filter clean, indoor coil and barrel fan check, chemical wash where it needs it, condenser coil clean, drain flush, electrical connections checked, operating pressures and temperatures checked, and a written report].
Why now: it's [month], it's quiet, and a unit that's been sitting all winter full of dust is the one that dies in the first hot week — when I'm booked three weeks out and can't get to them.
Price: [$amount] per unit, [$amount] for the second one at the same address.
Make it easy to say yes — one line to reply with, and give them [two or three] weeks I'm working their area. Friendly, not spammy. Short enough to read at a traffic light.

Send it in the quiet month, not the week you’re flat out. That’s the whole trick — and it’s why it never gets sent.

Write a friendly follow-up to [customer name] about the quote I sent for [job, e.g. the four-zone ducted system] at [address] on [date].
Check they got it, offer to walk them through [e.g. the zoning options, or the difference between the two units I priced], and mention my next install slot is [timeframe] — which matters more every week we get closer to summer.
Low-pressure — they're weighing up real money, not haggling. 2-3 sentences, sounds like a real person, not a chase-up bot.

Two days after you send it. This one message wins more jobs than dropping your price ever will.

Write a short, warm message asking [customer name] for a Google review now their [job, e.g. ducted system / split in the main bedroom] at [address] is in and running.
Thank them, mention it genuinely helps a small local air-con business, and make it easy: say I'll send the link.
Humble and no-pressure. 2-3 sentences.

Ask before you pack the van, while they’re standing under the vent grinning. A week later they’ve stopped noticing it — that’s the point of a good install.

Write a genuine, friendly reply to this 5-star review for my air-conditioning business: "[paste review]".
Thank them by name if given, mention something specific from their job (e.g. that we got them cooling on the hottest day of the year, or that the ducted went in around their newborn's nap times), and keep it warm and human. Don't sound copy-pasted.

Help me reply to a negative review for my air-con business. The review says: "[paste review]".
My side / what actually happened: [your notes, e.g. the delay was the wholesaler back-ordering the outdoor unit in the middle of a heatwave and we told them the day we knew; the room they're unhappy about has no roof insulation and we put that in writing before they accepted the quote].
Write a calm, professional public reply: acknowledge their experience, don't get defensive, don't argue the technical detail or quote the quote at them in public, and invite them to contact me directly to sort it. Short and level-headed.

Write a casual message I can send to past customers asking them to keep me in mind for anyone sweating it out — a dead unit, a new split, or a whole ducted system.
Natural angle: [e.g. everyone they know is complaining about the heat right now / their neighbours watched my van out the front for two days].
Friendly, not pushy, no discount gimmicks. Sounds like a local air-con business that does good work and appreciates word of mouth.

Write a manufacturer's warranty claim so it gets accepted first time, not bounced back for missing details.
Manufacturer: [brand]. Unit: [model number], serial [serial number], indoor [model/serial] and outdoor [model/serial] if both.
Installed: [date] by [my business / another installer] at [address], customer [name]. Purchase / commissioning date: [date].
The fault: [what's happening, e.g. outdoor unit shutting down on high pressure after 10 minutes, error code E5 flashing on the wall controller].
What I've checked and ruled out: [your diagnostic steps, e.g. condenser coil clean, fan running, correct charge confirmed against the plate, supply voltage within spec, no restriction found in the liquid line, filter clean].
What I'm claiming: [e.g. replacement PCB under parts warranty plus the labour allowance per your rate schedule].
Set it out with the unit details first, then the fault, then what I've ruled out, then the claim. Factual and complete. Don't invent an error code's meaning or a warranty term — leave anything I haven't given you in brackets.

Serial numbers, the fault code and what you’ve ruled out. That’s the whole reason claims get bounced.

Write a firm, professional follow-up on a warranty claim that's gone quiet.
Manufacturer: [brand]. Claim reference: [number], lodged [date]. Unit: [model], serial [serial number], at [address].
Where it's at: [status, e.g. part was approved 5 weeks ago, still no dispatch; or nobody's responded at all].
What it's costing: [e.g. the customer's been without cooling for a month in the middle of summer, I've been back to site twice, and I've carried the labour].
Ask for a status and a date today, and ask who I escalate to if there isn't one. Polite, factual, and impossible to file under "later".

Warranty credit you never chased is money you’ve donated. Set a weekly reminder and let the AI write the chase-ups.

Write the offer that sells my annual maintenance plan to customers I've already installed for.
The plan: [what's in it, e.g. one service a year before summer — filters, chemical wash of the indoor coil where needed, condenser clean, drain flush, electrical check, performance check and a written report], plus [benefits, e.g. priority booking when it's 38 degrees and I'm booked three weeks out, no call-out fee, 10% off any repair].
Price: [$amount] a year per unit.
Frame it honestly: it's not magic, it's the thing that stops a $200 service becoming a $6,000 replacement, and it means their unit gets looked at in the quiet month rather than the week nobody can get to them.
Make it a short email plus a one-line reply to accept. Warm and matter-of-fact, no scare tactics and no invented statistics.

I'll paste my rough commissioning notes and I want them turned into a tidy record I can file against the job and send to the customer.
Job: [address], customer [name]. Install date: [date]. Unit: [make, model, indoor and outdoor serial numbers].
My notes: [paste your notes, e.g. system evacuated to X microns, held vacuum, charge per plate plus Y grams for the pipe run, suction and discharge pressures, supply and return air temps, superheat and subcool figures, amp draw, all zones tested, drain tested, controller set up and demoed to the customer].
Turn it into: a commissioning record laid out cleanly (unit details, install details, the readings in a table, what was tested, date and a line for my signature), and a separate line entry for my refrigerant log with the refrigerant type, the amount charged and any recovered.
Format it exactly from what I gave you. Don't fill in a reading I didn't give you, don't work out a figure I didn't measure, and don't sign anything — this is my record and my licence.

The four minutes that make a warranty claim in eighteen months take four minutes instead of forty.

Help me write up a callback on a system somebody else installed, for the customer.
Job: [address], customer [name]. Unit: [make, model, serial], installed [date, if known] by [other installer / unknown].
What I found: [your notes, e.g. no fall on the drain so the tray's backing up into the ceiling, outdoor unit sitting on the ground with no base and the coil half blocked, pipe run not insulated for the last two metres, undersized for the room].
Write it as a factual report: what the customer called me for, what I found, what I did today, and what I'd recommend next [with rough options].
Stick to what I observed — don't speculate about what the other installer was thinking, don't call anyone's work negligent or unsafe, and don't tell the customer what their rights are against them. If it's an obvious safety or compliance issue, flag it plainly as something I need to look at, not as a legal conclusion.
Professional, neutral, and easy for a homeowner to read.

Straight facts, no editorialising. You’re quoting the fix, not running a case against the last bloke.

Write a polite reminder to [customer name] about an overdue invoice.
Invoice [number] for [work, e.g. the split-system install / the annual service], amount [$amount], sent [date], due [date].
Assume it's an honest oversight, keep it friendly, restate how to pay, and ask them to let me know if there's an issue at their end.
Firm but respectful — I want to be paid AND still be the bloke they ring when it stops cooling. 3 sentences, no guilt trip.

Don’t paste anything you wouldn’t want stored — keep customer bank details and the like out of it.