For home services business owners · Bookings and no-shows
Book seasonal tune-ups from last year's jobs
Past customers sorted into who is due for a seasonal visit, who to skip and who to ask you about, with a reminder for the ones who are due.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Owners of heating and cooling, plumbing, lawn, sprinkler and other crews with seasonal work.
I run a home services business. The season is turning and I want to book this season's maintenance visits from customers we served before, instead of waiting for them to call. What I have: - Past jobs, one line each: [PAST JOBS] - The seasonal visit and when it should happen: [SEASONAL SERVICE] - Customers I never message: [DO NOT CONTACT] - How customers book: [HOW TO BOOK] What I want: 1. Sort the list into DUE NOW, NOT YET and SKIP, using the dates and kinds of job I gave you. Put anyone on my do not contact list under SKIP. 2. Put anyone whose notes say they replaced the system, sold the house or had a complaint under ASK ME. 3. Write one short reminder for the DUE NOW group that names the visit and gives the way to book. Write a second version that mentions what we did for them last time. 4. Tell me how many customers are in each group. Rules: - Write a draft for me to read. Do not send anything. - Use only what I gave you. If something is missing, ask me instead of guessing. - Never say a customer's equipment is unsafe, failing or out of warranty. Never use fear to get the booking. - Never quote a price or a special offer I did not give you. - Leave out card details, home addresses and anything else private. Give me back: - The DUE NOW, NOT YET, SKIP and ASK ME lists - Two reminder versions, ready for me to edit - The count for each group
When to use it
A season is turning, like furnace checks in the fall or sprinkler start-ups in spring, and last year's customers have not heard from you.
When not to
Do not use it to tell anyone their equipment is unsafe or about to fail, and never message customers who asked you not to.
What to paste in
- [PAST JOBS]: First name, kind of job, month of the last visit and any short note, one per line. No addresses or phone numbers.
- [SEASONAL SERVICE]: The visit you want to book and the months it makes sense, for example furnace checks in September and October.
- [DO NOT CONTACT]: Anyone who asked not to hear from you, or a note that there is no one.
- [HOW TO BOOK]: A link, a call to the office, or a reply with a week that works.
Never paste
- Customers' last names, home addresses, phone numbers or card details
- Notes about when a home is empty
A filled-in example
Sample. Fictional business, fictional client.
PAST JOBS: Bill, furnace tune-up, Oct 2025; Ana, furnace repair, Jan 2026, replaced igniter; Chris, furnace tune-up, Sept 2025, said a new system is going in this summer; Jo, AC tune-up, May 2026; Lou, furnace tune-up, Nov 2025, complained about the mess. SEASONAL SERVICE: Furnace tune-up, best done in September and October before the first cold snap. DO NOT CONTACT: Jo asked to only hear from us when she calls. HOW TO BOOK: Reply with a week that works or call the office.
What you should get back
- Past customers sorted into DUE NOW, NOT YET, SKIP and ASK ME
- Two short reminders for the DUE NOW group, with your way to book
- No scare talk about failing equipment and no offer you did not make
- A count for each group
What stays with you
The prompt writes a draft. You decide what happens to it, and nothing should reach a customer until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.
Related
- Confirm tomorrow's arrival windows. Night-before texts with each customer's arrival window and what to get ready, plus an on-the-way text your tech can send from the truck.
- Ask for a review after a finished job. A short review ask that mentions the actual job and the tech who did it, sent the day the work is done, with nothing offered in return.
More: every prompt for home services, bookings and no-shows, and AI for home services.
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