Copy-paste prompts to save hours on admin. From SpannerBot.com
📝 Quoting & Estimating
1. General Quote Description
Use for any type of job
Write a professional quote description for [DESCRIBE JOB]. Include: work to be done, materials included, timeline, and what's NOT included. Keep it clear and customer-friendly.
2. Boiler Replacement Quote
For heating engineers
Write a quote description for replacing a [OLD BOILER] with a [NEW BOILER] in a [PROPERTY TYPE]. Include: removal, installation, system flush, commissioning, Gas Safe certificate. Exclude: making good decorations, additional radiators.
3. Bathroom Refit Quote
For bathroom installations
Write a professional quote for a complete bathroom refit including: [LIST ITEMS]. Include plumbing, tiling walls and floor, all connections. Exclude electrical work and decorating outside bathroom.
4. Electrical Work Quote
For electricians
Write a quote description for [DESCRIBE ELECTRICAL WORK]. Include: materials, labour, testing, Electrical Installation Certificate. Mention BS 7671 18th Edition compliance and Building Control notification.
5. Kitchen Fitting Quote
For kitchen fitters
Write a quote for fitting a new kitchen. Work includes: removing old kitchen, fitting [NUMBER] base units, [NUMBER] wall units, worktop, sink. Customer supplying units. Exclude: flooring, tiling, decorating, electrical, gas.
6. Quote Follow-Up Email
Chase sent quotes
Write a friendly follow-up email for a quote I sent [X DAYS] ago for [JOB TYPE]. Ask if they have questions, offer to discuss, don't be pushy. Keep brief and professional.
💬 Customer Communication
7. Job Completion Email
After finishing work
Write a brief email after completing [JOB TYPE]. Thank them, summarise work, mention guarantees, include payment details. Ask for Google review if happy.
8. Payment Reminder (Friendly)
First chase
Write a polite payment reminder for invoice #[NUMBER] for £[AMOUNT], now [X DAYS] overdue. Assume they forgot. Include bank details, offer to discuss issues. Friendly but clear.
9. Payment Reminder (Firm)
Final reminder
Write a firm final payment reminder for invoice #[NUMBER] for £[AMOUNT], [X DAYS] overdue. Previous reminders sent. Payment required within 7 days or further action. Professional, not threatening.
10. Responding to Complaint
Handle issues professionally
Write a professional response to a complaint about [ISSUE]. Acknowledge frustration, don't admit fault but don't be defensive. Offer to inspect/resolve. Our position: [EXPLAIN]. Calm and solution-focused.
11. Scheduling Delay
When you need to reschedule
Write an apologetic email explaining I need to reschedule [JOB] from [DATE]. Reason: [REASON]. Offer alternatives: [DATES]. Express genuine apology, offer small goodwill gesture if appropriate.
12. Review Request
Ask for Google reviews
Write a short, friendly text message asking for a Google review after completing a job. Include link: [YOUR LINK]. Personal, not corporate. Max 2-3 sentences.
⚠️ Risk Assessment & Compliance
13. Basic Risk Assessment
For standard work
Create a risk assessment for [JOB] at a domestic property. Hazards: [manual handling/height/electrical/etc]. For each: risk, who's affected, control measures, risk rating. Format as table.
14. Method Statement
Step-by-step process
Write a method statement for [JOB]. Include: scope, sequence of tasks (numbered steps), equipment, PPE, safety at each step. For [DOMESTIC/COMMERCIAL] work.
15. COSHH Assessment
Hazardous substances
Create a COSHH assessment for [PRODUCT] used for [PURPOSE]. Include: hazards, who exposed, how, control measures, PPE, emergency procedures, storage.
16. Hot Works Permit
Welding, brazing, etc.
Create a hot works permit checklist for [WORK] at [LOCATION]. Include: pre-work checks, during work precautions, post-work monitoring. Checkable list format.
💼 Business & Admin
17. Job Advert - Tradesperson
Hiring qualified staff
Write a job advert for a qualified [TRADE] in [LOCATION]. Salary: £[RANGE]. Requirements: [QUALIFICATIONS], own transport, [X] years. Benefits: [LIST]. Friendly but professional.
18. Job Advert - Apprentice
Hiring trainees
Write an apprenticeship advert for [TRADE] in [AREA]. No experience needed, must be reliable and keen. Support through [TRAINING]. Emphasise career progression and earning while learning.
19. Terms & Conditions
For quotes/invoices
Write brief T&Cs for a [TRADE] business. Cover: payment terms ([X] days), deposit, warranty, liability, cancellation. Concise but legally clear. UK law.
20. Company Bio
About Us section
Write "About Us" for a [TRADE] business. Trading [X] years in [AREA]. Team of [NUMBER]. Specialise in [SERVICES]. Qualifications: [LIST]. Professional but personable. ~150 words.
📱 Social Media
21. Before/After Post
Showcase work
Write a Facebook post for before/after photos of [JOB] in [AREA]. Describe transformation, mention duration, soft call-to-action. Conversational, not salesy. 1-2 emojis max.
22. Tip/Advice Post
Share knowledge
Write a helpful Facebook post sharing a tip about [TOPIC e.g. preventing frozen pipes]. Genuinely useful for homeowners. End with offer to answer questions. Friendly, expert tone.
23. Team/Personal Post
Humanise your business
Write a Facebook post introducing [myself/NAME] who [does X/has been with us X years/passed qualification]. Something personal but professional. Warm and authentic.
24. Seasonal Reminder
Timely promotion
Write a Facebook post for [SEASON]. Topic: [SERVICE e.g. boiler service]. Explain why timing matters, what could go wrong. Informative first, call-to-action second.
📧 More Email Templates
25. New Enquiry Response
Reply to leads fast
Write a quick response to a new enquiry about [JOB TYPE]. Thank them, confirm I can help, ask for convenient time to call/visit. Friendly, professional, shows enthusiasm.
26. Quote Acceptance Confirmation
When they say yes
Write a confirmation email after customer accepted quote for [JOB]. Confirm details, mention deposit if needed, outline next steps and expected start date. Enthusiastic but professional.
27. Price Increase Notice
Raising your rates
Write an email to existing customers explaining price increase from [OLD] to [NEW] effective [DATE]. Reason: [rising costs/demand]. Thank them for loyalty, emphasise continued quality. Apologetic but confident.
28. Referral Thank You
When they send work
Write a thank you message to [NAME] who referred [NEW CUSTOMER] to me. Express genuine gratitude, mention I'll take great care of them. Offer small thank you gesture if appropriate.
29. Warranty Reminder
Proactive service
Write a friendly email reminding customer their warranty on [WORK DONE] expires in [TIMEFRAME]. Offer to schedule inspection/service. Position as helpful reminder, not sales pitch.
30. Annual Service Reminder
Repeat business
Write an email reminding customer it's been 12 months since [SERVICE e.g. boiler service]. Explain why annual service matters, offer to book convenient time. Helpful, not pushy.
📋 Additional Prompts
31-35. Supplier Communication
Write a [complaint about late delivery / request for account terms / price query / bulk order request / return request] to supplier [NAME] regarding [PRODUCT/ORDER].
Write [a flyer headline / door hanger text / van signage text / business card tagline / email signature] for a [TRADE] business in [AREA] specialising in [SERVICES].
46-50. Customer Education
Write a simple explanation for a customer about [why their boiler needs replacing / what 18th edition means / why we need to isolate water / how underfloor heating works / what a FGAS certificate is].