20 ChatGPT Prompts for HVAC Companies
These prompts help an HVAC owner quote installs faster, fill the calendar with maintenance plans, and clear the office admin. Add your own job, customer, and pricing details in the [brackets] and paste into ChatGPT. Use them to book more installs and win back hours of paperwork every week.
In short: This page contains 20 copy-paste ready prompts, organized into 5 categories with a description and pro tip for each. The first 5 prompts are free instantly, no signup needed. Hand-curated and tested by the AI Academy team.
Quotes & Estimates
4 promptsSystem Install Quote
1/20✨ What it does
This prompt writes a professional install quote from [your company] in [your city] for [the customer] on [the job], broken into equipment, labor, ductwork, and permits using [your numbers], valid 30 days. Add your figures and finance options, then send it.
You are the office manager for [your company], an HVAC company in [your city]. Write a professional quote for [the customer] for [the job, e.g. a new central air system]. Break it into equipment, labor, ductwork, and permits. Use these figures: [your numbers]. Add payment or finance options and a 30-day validity. Keep it clear and confident.
Pro tip: Show finance options; big installs close better with monthly pricing.
Good-Better-Best Options
2/20✨ What it does
This prompt writes a good-better-best quote for [the customer] choosing a new [system type], with equipment, efficiency, running cost, warranty, and price from [your figures for each tier], plus a recommendation. Walk them through the three tiers and let them pick up.
Write a good-better-best quote for [the customer] choosing a new [system type]. For each tier give the equipment, efficiency rating, estimated running cost, warranty, and price using: [your figures for each tier]. Keep it easy to compare and end with a recommendation.
Pro tip: A middle option makes the higher tier feel reasonable.
Maintenance Plan Pitch
3/20✨ What it does
This prompt writes a short pitch for the annual HVAC maintenance plan at [your company] at [amount] per year, covering two visits, priority booking, discounted repairs, and longer system life. Send it to [the customer] after a service visit.
Write a short pitch offering [the customer] our annual HVAC maintenance plan at [your company]. Explain the two yearly visits, priority booking, discounted repairs, and longer system life. Price it at [amount] per year and end with a clear sign-up step. Keep it under 130 words.
Pro tip: Maintenance plans are your steadiest income; pitch every install.
Quote Follow-Up
4/20✨ What it does
This prompt writes a low-pressure follow-up to [the customer] about the quote for [the job] from [X] days ago, asking if they have questions and noting you can schedule the install [timeframe]. Send it once and wait.
Write a follow-up message to [the customer] who received our quote for [the job] [X] days ago. Reference the system, ask if they have questions, and note we can schedule the install [timeframe]. Keep it under 80 words and low pressure.
Pro tip: Follow up before a seasonal rush books out your calendar.
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Customer Messages
4 promptsBooking Confirmation
5/20✨ What it does
This prompt writes a booking confirmation for [the customer] for a [job type] on [date], [time window], with the technician's name, a call-ahead, and prep like clearing access to the [unit]. Confirm it as soon as you have the visit on the calendar.
Write a booking confirmation for [the customer] for a [job type, e.g. AC tune-up] on [date], [time window]. Include the technician's name, that they will call ahead, and any prep like clearing access to the [unit]. Keep it clear and friendly.
Pro tip: A prep note means the tech starts work the moment they arrive.
On-The-Way Text
6/20✨ What it does
This prompt writes a short on-the-way text to [the customer] for [the job], with the tech's name and arrival in about [X] minutes. Your tech sends it when they are heading over.
Write a short on-the-way text for an HVAC tech heading to [the customer] for [the job]. Include their name, arrival in about [X] minutes, and a friendly tone. Keep it under 40 words.
Pro tip: Save it as a template so any tech can send it instantly.
Seasonal Tune-Up Reminder
7/20✨ What it does
This prompt writes a friendly reminder to [the customer] that it is time to book their [seasonal service] with [your company] before the [season] rush. Send it at the start of the season and book the ones who reply.
Write a friendly reminder to [the customer] that it is time to book their [seasonal service, e.g. spring AC tune-up] with [your company]. Explain why it matters before the [season] rush, and invite them to book now. Keep it under 90 words.
Pro tip: Send these a few weeks before the season, before you get slammed.
Post-Service Invoice Message
8/20✨ What it does
This prompt writes a wrap-up to send with the invoice after [the job] for [the customer], covering the work, parts, warranty, the maintenance plan if relevant, payment options, and thanks. Attach the invoice and send it the same day you finish.
Write a message to send with the invoice after completing [the job] for [the customer]. Summarize the work, note any parts replaced and warranty, mention the maintenance plan if relevant, give payment options, and thank them. Keep it professional and warm.
Pro tip: Slip in the maintenance plan while satisfaction is high.
Local Marketing & SEO
4 promptsGoogle Business Profile Post
9/20✨ What it does
This prompt writes a Google Business Profile post for [your company], an HVAC company in [your city], featuring a timely [service] and inviting people to book. Put it on your Google listing with a photo if you have one.
Write a Google Business Profile post for [your company], an HVAC company in [your city]. Feature a timely service like [service, e.g. pre-summer AC checks], explain the benefit, and invite people to book. Keep it under 1500 characters with a local, helpful tone.
Pro tip: Time posts to the season; that is when locals are searching.
Service Page Copy
10/20✨ What it does
This prompt writes about 300 words for the [service] page of [your company] serving [your city and nearby towns], covering signs they need it, certifications, and a call to action using [service] in [city]. Polish it, then publish on your site.
Write 300 words for the [service, e.g. furnace replacement] page of [your company] serving [your city and nearby towns]. Cover the service, signs a customer needs it, our certifications, and a clear call to action. Naturally include [service] in [city].
Pro tip: Name your certifications and brands to build trust and rank.
Energy-Saving Tip Post
11/20✨ What it does
This prompt writes a helpful social post from [your company] giving [your city] homeowners 3 tips to cut their [heating or cooling] bills, ending with an invite to book a system check. Post it, then book the checks that come in.
Write a helpful social post from [your company] giving [your city] homeowners 3 tips to cut their [heating or cooling] bills. End by inviting them to book a system check. Keep it friendly and under 120 words.
Pro tip: Bill-saving tips get saved and shared, spreading your name.
Local Ad Copy
12/20✨ What it does
This prompt writes 3 Facebook ads under 60 words for [your company] targeting homeowners in [your city] who need HVAC service or a new system, with certifications, finance options, and fast booking. Run one and save the others to test.
Write 3 short Facebook ad variations for [your company] targeting homeowners in [your city] who need HVAC service or a new system. Highlight certifications, finance options, and fast booking. Keep each under 60 words with a clear call to action.
Pro tip: Run all 3 and scale the one with the lowest cost per lead.
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Reviews & Reputation
4 promptsReview Request Text
13/20✨ What it does
This prompt writes a short text asking [the customer] for a Google review after their [job], mentioning the work and that the review link is coming. Message them from your phone with the link while the house is comfortable again.
Write a short, friendly text asking [the customer] for a Google review now that we have finished their [job]. Mention the specific work, say it helps our local business, and note the review link is coming. Keep it under 60 words.
Pro tip: Ask the same day, right after the service is done.
Five-Star Reply
14/20✨ What it does
This prompt writes a warm reply to this 5-star review of [your company] from [paste review], thanking them by name and gently encouraging referrals. Reply on the listing after you check the name and job.
Write a warm reply to this 5-star review of [your company]: [paste review]. Thank the customer by name, mention the job, and gently encourage referrals. Keep it under 60 words and genuine.
Pro tip: Reply to every review to show you are engaged.
Negative Review Response
15/20✨ What it does
This prompt writes a calm public reply to a negative review of [your company] from [paste review], acknowledging frustration and inviting a call to [phone]. Post the reply, then take the real fix offline.
Write a calm, professional reply to this negative review of [your company]: [paste review]. Acknowledge the frustration, avoid blame, briefly give our side, and invite them to call [phone] to make it right. Keep it under 90 words.
Pro tip: Take the detail offline; future customers judge your tone.
Referral Request
16/20✨ What it does
This prompt writes a casual referral note from [your company] asking past customers to recommend you to anyone needing HVAC help in [your city], mentioning [offer]. Send it to people after a clean install.
Write a message to past customers of [your company] asking them to recommend us to anyone needing HVAC help in [your city]. Remind them of the work we did and mention any thank-you we offer: [offer]. Keep it warm and casual.
Pro tip: Referral leads already trust you and close faster.
Hiring & Admin
4 promptsJob Posting
17/20✨ What it does
This prompt writes a job posting for a [role] at [your company] in [your city] with duties, certifications, a pay range of [range], and truck and tools provided. Post it where HVAC techs look.
Write a job posting for a [role, e.g. HVAC service technician] at [your company] in [your city]. List daily duties, required certifications, the pay range of [range], truck and tools provided, and why we are a good employer. Keep it honest, around 220 words.
Pro tip: A clear pay range attracts serious applicants only.
Truck Stock Checklist
18/20✨ What it does
This prompt creates a weekly truck stock checklist for an HVAC technician at [your company], covering parts, filters, refrigerant, and consumables for [common job types]. Have the tech tick it off each week before the first call.
Create a weekly truck stock checklist for an HVAC technician at [your company]. List common parts, filters, refrigerant, and consumables needed for [common job types]. Format it as a simple checklist the tech ticks off each week.
Pro tip: A stocked truck means fewer supply runs and faster jobs.
Maintenance Visit SOP
19/20✨ What it does
This prompt writes numbered steps for a routine HVAC maintenance visit at [your company], covering checks, cleaning, safety tests, the customer walkthrough, and the review or upsell. Every tech follows the list on every visit.
Write a standard operating procedure for a routine HVAC maintenance visit at [your company]. Include the checks, cleaning, safety tests, customer walkthrough, and the review or upsell step. Format it as numbered steps every tech follows.
Pro tip: Build the plan upsell into the SOP so techs never forget it.
SOP for New Enquiries
20/20✨ What it does
This prompt writes numbered office steps for a new enquiry at [your company], covering what to ask, how to log the job, how fast to respond, and when to send a quote. Keep it at the desk so every lead gets a fast reply.
Write a standard operating procedure for handling a new enquiry at [your company]. Include what to ask the customer, how to log the job, how fast to respond, and when to send a quote. Format it as numbered steps for the office.
Pro tip: Fast first replies win most seasonal HVAC jobs.
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