Email a supply house order
Never paste: Card numbers or bank info, customer addresses and phone numbers, employee pay rates, Social Security numbers, financing applications, or lockbox/gate codes.
When to use it
When ordering stock or special-order parts from the supply house.
The prompt
Copy this, then replace everything in [brackets].
Write a clear order email to our supply house.
Account: [account name, not number if sensitive]
Items: [part #, description, qty]
Delivery: [will-call / deliver to shop / jobsite], needed by: [date]
Job reference: [job # or PO]
Questions: [substitutions OK?, backorders]
Clear list, ask them to confirm availability and ETA.Before / after
Before: Wrong part, wrong day, and a tech sitting idle.
After (example output):
Please confirm availability and ETA: (4) 45/5 uF dual run capacitors; (2) 1/4 HP condenser fan motors 1075 RPM; (1) 50-gal NG water heater [model]. Deliver to shop by Thursday AM. PO 2291. Substitutions OK on capacitors only.
Tips
- Have the warehouse lead double-check part numbers.
- Use first names or job numbers instead of full customer details.
- Copy the final text back into your FSM or accounting system so the record stays in one place.
- Review every draft before you send it. You’re accountable for what goes out.