How to use these prompts
Each prompt has text in [square brackets] — replace that with your own details before sending. The more specific you are, the better the result. Always read the output and tweak it to sound like you before sending it to a customer.
Customer replies
1. Reply to a customer enquiry
"Write a friendly, professional reply to this customer enquiry. Reassure them, answer their question clearly, and suggest one clear next step (a phone call or a visit). Keep it short and warm. Enquiry: [paste their message]. My business is [trade], covering [area]."
2. Reply to a complaint calmly
"A customer has complained that [describe the issue]. Write a calm, professional and empathetic reply that acknowledges their frustration, explains what I'll do to sort it, and offers a clear next step. Keep the tone sincere, not defensive."
3. Follow up when you've heard nothing back
"I sent a quote to a customer [X days ago] and haven't heard back. Write a polite, low-pressure follow-up message that checks if they have any questions and offers to talk it through. Keep it short and friendly."
Quotes & pricing
4. Draft a quote
"Draft a clear, itemised quote for this job: [describe the work, materials, and rough time]. Include a line for labour and one for materials, a total, a validity of 30 days, and my standard terms: [payment terms, e.g. 50% deposit on big jobs]. Make it easy for the customer to say yes."
5. Explain a price to a customer
"A customer thinks the price is high for [job]. Write a friendly, honest message that explains what's involved — [list the parts/labour/time] — and why it's fair, without being pushy. Reassure them about quality and guarantees."
Getting paid
6. Chase an unpaid invoice (first nudge)
"Write a polite reminder for an overdue invoice of [£amount], due [X days ago]. Keep it warm, assume they've just forgotten, and offer a quick call if there's an issue. Include a gentle request for payment."
7. Chase an unpaid invoice (firm follow-up)
"This is the second follow-up for an unpaid invoice of [£amount], now [X days] overdue. Write a firmer but still professional email stating the amount, the due date, and that I'll need to pause work if it's not resolved by [date]. Keep it respectful."
Reviews & marketing
8. Ask for a Google review
"Write a short, friendly message to a happy customer asking them to leave a Google review. Thank them for their business, explain it helps a small local business like mine, and include simple instructions on how to leave a review. My Google review link is: [link]."
9. Write a Facebook or social post about a job
"Write a short, engaging social media post about a job I just finished: [describe the job and what made it satisfying or tricky]. Keep it friendly and human, mention I'm a local business in [area], and end with a light call to get in touch. No hashtags overload — two or three relevant ones."
10. Turn a job into a short case study
"Turn this job into a short, readable case study for my website: [the problem, what I did, the result]. Structure it as Problem, What we did, The result. Keep it jargon-free and around 150 words."
Day-to-day time-savers
11. Summarise a long email thread
"Summarise this email thread in 5 bullet points: what the customer wants, what's been agreed so far, any deadlines, and what I need to do next. [Paste the thread]."
12. Turn a voicemail or note into a tidy job note
"Turn this rough note/voicemail into a tidy job note with: customer name, address, the issue, urgency, and any parts I might need. [Paste your note]."
Tips for getting better results
Be specific, give context (your trade, your area, your tone), and always read the output before it goes to a customer. If a result isn't quite right, tell the AI what to change — "make it shorter", "less formal", "add my prices" — and it'll adjust. You're the boss; AI is the assistant.
Want a pack of prompts tailored to your exact trade and the way you talk to customers? AiSussed builds a 10-prompt pack for £99. Get in touch or try the free portal for a few to start.