Turn tech notes into a plain job summary

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Owners and office staff who close out tickets.

Copy prompt

I run a home services business. A tech finished a job and wrote notes in shorthand. I want a plain summary I can send the customer so they understand what we found and what we did.

What I have:
- The tech's notes, as written: [TECH NOTES]
- Shorthand we use that you may not know: [OUR SHORTHAND]
- How I sound with customers: [MY TONE]

What I want:
1. Write a short summary in three parts: what we found, what we did, and what the tech recommends next.
2. Use everyday words. If a part needs explaining, use one short sentence.
3. Include a recommendation only if the tech wrote one, and keep how soon the tech said it should happen.
4. If anything in the notes sounds like a safety problem, quote it at the top for me in the tech's words and leave it out of the summary. I will call the customer about it myself.
5. List any shorthand you could not read as questions for me.

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 add a finding, a part, a cause or a warning the tech did not write. Never say something is safe.
- Never quote a price for the recommended work.
- Leave out card details, door and gate codes, and anything else private.

Give me back:
- Anything that sounds like a safety problem, for me only
- The summary, ready for me to edit
- Questions about shorthand you could not read

When to use it

A job is done and the tech's notes are shorthand. The customer wants to know what was wrong and what you did, in words they can follow.

When not to

Do not use it to add a recommendation, a cause or a warning the tech did not write. If the notes mention a safety problem, you call the customer yourself.

What to paste in

• [TECH NOTES]: The notes as the tech wrote them, without the customer's address or codes.
• [OUR SHORTHAND]: Short forms your crew uses and what they mean, or none.
• [MY TONE]: Three or four words for how you sound with customers.

Never paste

• The customer's last name, street address or card details
• Door, gate, lockbox or alarm codes in the tech's notes

A filled-in example

TECH NOTES: Cust reports no hot water. Pilot out, TC weak, replaced TC. Relit, tested ok. Tank 11 yrs, some rust at base, rec plan replacement w/in 1-2 yrs. No exp tank, rec add.
OUR SHORTHAND: TC means thermocouple. Exp tank means expansion tank. Rec means recommend.
MY TONE: Plain, friendly, no upsell.

What you should get back

• A short summary: what we found, what we did, what the tech recommends
• Everyday words, with nothing added to the tech's notes
• Anything that sounds like a safety problem flagged for you and kept out of the summary
• Questions about any shorthand it could not read

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

• Reply when a finished job acts up again. A calm reply to a customer whose repair is acting up again that gets the facts for a return visit, without saying who pays.
• 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, back office, and AI for home services.

Which three fit your home services business?

The free quiz scores your home services business on sixteen things and picks the three prompts aimed at your three lowest. It takes about three minutes.

Take the quiz