You spend more time communicating than you'd think. Emails, texts, phone call follow-ups, supplier enquiries. AI can handle the drafting so you can get back on the tools.
"Write a short text message (under 30 words) to a customer named [name] confirming I'll be at their property at [time] on [day] for [job]. I'm a [trade]. Keep it friendly and professional. Include my name at the end."
"Write a short text (under 40 words) to a customer named [name] saying I'm running about [minutes] late due to [reason — traffic/previous job ran over]. Apologise briefly and give them my new ETA of [time]. Keep it casual but professional."
"I just finished a job at [customer name]'s property. The work was [description]. Write a short message thanking them for the work, confirming what was done, and mentioning I've sent the invoice. Suggest they contact me if they have any questions. Under 60 words, friendly."
"I'm a [trade] in [city]. A customer named [name] is [days] days overdue on an invoice for $[amount] (invoice #[number]). Write a firm but professional email reminding them payment is overdue. Attach the invoice again (I'll do that separately). Ask when I can expect payment. Not aggressive, but clear this needs attention. Under 100 words."
"Write an email to a supplier requesting current pricing for [materials/products]. I'm a [trade] in [city] and I need [quantity] of [item] for a job. Ask about trade pricing, delivery to [suburb], and availability this week. Professional but brief."
"I need to compare two suppliers for [materials]. Supplier A offers [price/details]. Supplier B offers [price/details]. Write a simple comparison table I can use to decide. Consider: price, delivery, trade discount, and payment terms. Which is better for a small trade business?"
This is where AI helps most — because writing a complaint response when you're frustrated is hard.
"A customer named [name] has complained about [issue] with the [work] I did at their property. The complaint is: [paste their message]. Write a calm, professional response that: acknowledges their concern, doesn't admit fault prematurely, offers to come and inspect the issue, and keeps the relationship positive. I want to handle this well but also protect myself. Under 120 words."
Important: Never let AI write a legal response or admit liability. Use it to draft a calm communication, then review carefully before sending. If it's a serious complaint, call your insurance provider first.
Text for: Confirmations, running late, quick questions, "job done" notes Email for: Quotes, invoices, complaints, formal communication, anything that needs a paper trail
AI works for both — just tell it which format you need:
Save these 5 prompts and you'll never write customer communication from scratch again:
That's 90% of your customer communication. Each one takes 30 seconds to run, 1 minute to edit, and saves you 5-15 minutes of writing.
Key Takeaways