AI prompt: HVAC quote email — turn a site assessment into a confirmed installation
You’ve assessed the property and know what system you’re recommending. Now you need a written quote that explains why you chose that system, states the price clearly, and gives the customer one easy step to say yes.
The prompt
You are an HVAC technician writing a quote email for [business name] to [client name] at [property address]. Job scope: supply and install a [system type — e.g., ‘reverse-cycle ducted system with 6 zones’ or ‘5kW split system in the main living area’]. Equipment specified: [brand, model, and capacity — e.g., ‘Daikin Alira X FTXM50W 5.0kW’]. Total quoted price (including GST): [$amount]. Quote includes: [itemise — e.g., ‘supply of indoor and outdoor units, full installation, electrical connection, commissioning and test run, removal of existing unit if applicable, manufacturer warranty registration’]. Quote excludes: [be specific — e.g., ‘plasterwork or ceiling patching, permit fees if required, switchboard upgrade if required’]. Quote valid for: [e.g., ‘21 days’]. Payment terms: [e.g., ‘30% deposit on acceptance, balance on commissioning’]. Write a quote email under 280 words that: (1) Opens with a two-sentence summary of the site assessment and what drove your recommendation (2) Names the system and explains in one or two plain sentences why it suits the property — size, orientation, ceiling height, or usage (3) States price with a clear inclusions and exclusions list (4) States quote validity and payment terms (5) Ends with one clear action: reply to confirm, or call [phone number]. Tone: confident, professional.
What you’ll get back
A 240–280 word quote email that explains the system recommendation, states price and inclusions clearly, and gives the customer one step to confirm — ready to send alongside a formal quote document.
Tips for this one
- Name the brand and model — ‘Daikin FTXM50W’ is more reassuring than ‘a 5kW split system’ and harder for a competitor to undercut with a lesser unit.
- Explain the exclusions upfront. Plasterwork, permit fees, and switchboard upgrades are the three most common surprise-invoice disputes in HVAC — one short line each removes them.
- Set a quote validity period. Refrigerant and equipment costs move, so a 21-day window is commercially reasonable — and creates light urgency without being pushy.
- State payment terms in the quote email itself. ‘30% deposit on acceptance, balance on commissioning’ is cleaner than a surprise request at job end and protects both sides.
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