Customer text templates for HVAC businesses
These are the general Copy Paste Paid templates with the HVAC details already filled in: the intake questions that tell you how urgent a call is, the prep that saves time on arrival, and an honest reason to book a tune-up.
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First contact
After-hours missed call (HVAC)Text
Hi, you've reached [business]. We're closed for the night and will call you back by [time] tomorrow. If this is an emergency (like no heat), call [emergency number]. If you smell gas, leave the house and call your gas company from outside.
Tip: Only include safety advice you'd stand behind.
Web lead reply (HVAC)Text
Hi [first name], thanks for reaching out to [business] about [service]. A couple quick questions so I can give you a straight answer: 1. Is the system running at all, or running but not cooling or heating? 2. How old is the system? 3. What days/times work best for a visit?
Quotes and booking
"Can you do it cheaper?" (HVAC)Text
I hear you. I can't lower the price on the same job, but I can change the job. If we keep the existing thermostat instead of upgrading, that takes it down to [$]. Want me to send that version?Tip: If you offer financing or a discount, say so. Don't invent one.
Booking confirmation (HVAC)Text
You're booked, [first name]. [Day, date], arrival window [window]. [Tech first name] will text when they're on the way. To help us get started fast: please clear a path to the indoor unit and the outdoor unit, and put pets in another room. Need to change it? Just reply here.
After the job
Review ask (HVAC)Text
Hi [first name], thanks again for having us out for your fall tune-up. If you have a minute, an honest Google review helps other folks in [town] find us: [review link]. Thank you!
Google's review rules (not legal advice): don't offer discounts, gifts, or anything else in return for a review, and don't ask only the customers you think are happy. Ask everyone the same way. Never write reviews for yourself. Google's policies change, so read the current version yourself before you set up a routine.
Seasonal tune-up reminder (text, needs prior opt-in)Text
Hi [first name], it's [name] at [business]. [Season] is a good time for a tune-up because it catches small problems before the busy weeks. Want me to put you on the schedule? [Booking link or "Just reply YES"]. Reply STOP to opt out.
Texting consent (not legal advice): get your customer's consent before you text them, and give a clear way to opt out of marketing texts, such as replying STOP. Replying to someone who just called you, or sending updates about a job they booked, is generally treated differently from marketing texts. Rules differ by state and country, and texting platforms set their own. When in doubt, ask your texting provider or a local adviser.
AI prompts with HVAC examples
AI prompt: explain a technical problem in plain EnglishAI prompt
Explain this problem to a homeowner who knows nothing about HVAC. Use one everyday comparison, keep it to 4-5 sentences, and finish with what happens if they wait. Don't exaggerate the risk. Here's my technical description: [e.g. "cracked heat exchanger, CO risk, unit should be shut down until replaced"].AI prompt: scope of work for a system replacementAI prompt
Write a scope of work for this job that I can attach to my quote. Use numbered steps in the order we'll do them, then a short "Customer responsibilities" list and a short "Not included" list. Plain language, no legal words. Only use the details I give you. Job: [e.g. "Replace 2-ton AC condenser and evaporator coil, new line set, new pad, thermostat swap"] Details: [access notes, timing, permits, cleanup, anything else] Customer responsibilities: [e.g. clear path to attic, pets put away] Not included: [e.g. drywall repair, electrical panel upgrade]
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