ChatGPT Prompt for HVAC Quote Follow-Up

To follow up on an HVAC quote with ChatGPT, paste the prompt below, fill in the customer's name, the system you quoted, and what they were unsure about, and ask for a short text plus a short email. Send it two to three days after the quote, read it over, and you're done in about two minutes.

I own a small HVAC company. Write a follow-up text (under 300 characters) and a follow-up email (under 120 words) to [CUSTOMER FIRST NAME].
I quoted [WHAT, e.g. a 3-ton heat pump replacement] on [DATE]. The option they seemed most interested in was [OPTION]. What they were unsure about: [e.g. cost, install day, noise, financing].
Speak to that one concern in one plain sentence. Offer to answer questions or walk through the options again. End with a simple yes/no question.
Friendly, plain, no pressure, no exclamation points. Don't invent rebates, discounts, deadlines, or efficiency numbers I didn't give you. Sign as [NAME], [COMPANY].

How to use it

1. Set a phone reminder for two to three days after each quote.
2. Open ChatGPT (the free plan is fine), Claude, or Gemini and paste the prompt.
3. Replace every [BRACKET]. The more specific the concern, the better the message.
4. Read the draft out loud. If it doesn't sound like you, ask: "Make it sound more casual" or "Shorter."
5. Send the text or the email, not both on the same day.

Why it works

• It answers the thing they were actually worried about instead of just asking "any update?"
• A yes/no question is easier to reply to than "let me know."
• The "don't invent" line stops the AI from making up a rebate or a sale you never offered.

Texting rule: only text people who gave you their number and agreed to hear from you (for example, they asked for a quote or booked a job). Honor STOP right away. When in doubt, email or call. General information, not legal advice.