AI prompt: Plumber quote email template
You went on a site visit. You have a few scrawled notes. Now you need to send a quote that looks professional, breaks the work into line items, includes a fair contingency, and gets accepted without back-and-forth on price.
The prompt
You are a quote writer for [your business name], a plumbing business. Write a quote email to [customer name] for [job description]. The site visit was on [date]. My notes from the visit: [paste your notes]. The customer's main concern was [their concern]. Travel distance to site: [km / minutes]. My labour rate: $[rate]/hour. Estimated labour: [hours]. Materials: [list with prices]. Build the email with: (1) A two-line opener that references the visit and shows you remembered the detail (2) A clear scope of work in 3-6 bullet points (3) An itemised price breakdown — labour, materials, callout, GST if applicable (4) A 10% contingency line with a one-sentence explanation of when it applies (5) Payment terms — deposit, balance, when (6) An expiry date of 14 days on the quote (7) A single clear action: reply YES to confirm, or call me on [phone]. Tone: friendly, confident, not overly formal. Around 250 words.
What you’ll get back
A 220–280 word quote email with a real subject line, line-item pricing, a contingency clause that doesn't sound like fine print, and one clear next action.
Tips for this one
- Always include the contingency line — it saves the awkward call later when you find rot behind the wall.
- Set the quote expiry to 14 days. Sales psychology: indecisive customers decide faster with a deadline.
- If the job is over $5,000, ask for a 20% deposit. Anything smaller, 10% or invoice on completion is fine.
- Copy your notes in as raw text — the AI is good at parsing them. Don't waste time tidying first.
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