Write a maintenance findings report
Never paste: Customer addresses, phone numbers or gate/lockbox codes, card numbers, photos showing house numbers or family members, or the customer's financing info.
When to use it
After a tune-up or maintenance visit.
The prompt
Copy this, then replace everything in [brackets].
Turn my tune-up checklist into a findings report for the homeowner.
Equipment: [type, brand, age]
Checks done: [list]
Findings: [OK / needs attention: e.g. weak capacitor (measured 38 uF on 45 uF), dirty flame sensor, slow drain]
Recommendations: [priority: now / soon / watch]
Short summary, then findings by priority, in plain English.Before / after
Before: A checklist with 30 checkmarks the homeowner doesn’t understand.
After (example output):
Your system is in good shape overall. Needs attention soon: the capacitor is weak (38 vs. 45 rated). It still works but is likely to fail on a hot day. Watch: the condensate drain is slow; we flushed it today.
Tips
- Show ‘soon’ items with a photo or reading. It builds trust.
- Give the AI your readings and findings. It writes better than it diagnoses.
- You’re the tech. If the AI’s answer doesn’t match what you see, trust what you see.
- Review every draft before you send it. You’re accountable for what goes out.