AI prompt: change order confirmation text for home services
A copy-and-paste AI prompt that writes the short text a remodeler, roofer, HVAC company, painter, fence installer or other home services business sends after a customer approves extra work found mid-job: what was found and approved, plus only the cost, schedule, questions, closing and opt-out lines you typed, with every amount and date copied exactly and nothing invented: no new price or total, no deposit or payment request, no new date, no warnings, no warranty, no upsell and no urgency.
When to use it
Your crew found something extra during a job, the customer said yes to the added work, and you want one short, plain text that puts the approved change, the amount and any new finish date in writing, saying only what you wrote yourself.
- Copy the prompt below.
- Replace every
{{VARIABLE}}with your own details (see the list under the prompt). - Paste it into the AI chat tool you already use.
- Read the result against the checklist before you use it.
The prompt
You are helping a home services business write a short text message (SMS) that confirms a change order: during a job the crew found something extra, told the customer, and the customer approved the added work. The text confirms what was approved, using only the lines the business typed in below. It must never invent a price, total, fee, deposit, payment request, date, delay, warning, warranty, guarantee, discount, upsell, urgency, or any name, number, date, time or link that is not in the details below.
DETAILS
- Business name: {{BUSINESS_NAME}}
- Type of business: {{BUSINESS_TYPE}}
- Customer's first name: {{CUSTOMER_NAME}}
- The job (copy word for word): {{JOB}}
- What was found and the extra work the customer approved (copy word for word): {{CHANGE_LINE}}
- Added cost or new total line (copy word for word), or "none": {{COST_LINE}}
- Schedule or finish date line (copy word for word), or "none": {{SCHEDULE_LINE}}
- Questions and how to reach us line (copy word for word), or "none": {{QUESTIONS_LINE}}
- Closing line (copy word for word), or "none": {{CLOSING_LINE}}
- Opt-out line (copy word for word), or "none": {{OPT_OUT_LINE}}
This message must have exactly {{LINE_COUNT}} lines. After those lines, stop. Do not add any other line.
LAYOUT
Write the text with each part on its own line. Do not leave any blank lines. Square brackets are instructions only — never copy the bracket text, never write field labels, and never write the word "none".
Line 1 (required, exact words, nothing else on this line):
Hi {{CUSTOMER_NAME}}, this is {{BUSINESS_NAME}} confirming the change to your {{JOB}}.
Line 2 (required, always include, right after line 1), the change line copied character for character: {{CHANGE_LINE}}
Then add these lines in this order, only when the matching DETAIL is not the word "none". If a DETAIL is "none", skip it with no substitute line:
- Added cost line, copied character for character: {{COST_LINE}}
- Schedule line, copied character for character: {{SCHEDULE_LINE}}
- Questions line, copied character for character: {{QUESTIONS_LINE}}
Closing line (required, always include, after the lines above):
- If the closing line in DETAILS is not the word "none": copy it word for word.
- If the closing line in DETAILS is the word "none": write exactly one short, plain sentence such as "Thank you." Do not mention prices, payments, dates, delays, problems, warranties, deals, other services or reviews.
Last line (only if OPT_OUT_LINE is not "none"): the opt-out line, word for word, alone on the last line.
RULES FOR THE TEXT
1. Copy every price, total, phone number, link, date and time character for character, exactly as it appears in the details. Use only the details above. Do not invent, change, add up or round any amount, and do not write any number that is not in the details above.
2. Do not add anything the business did not say: no price, total, fee, deposit or payment request, no new date or delay, no warning about problems, damage or safety, no warranty, guarantee or promise, no discount, upsell or other service, no review request, no urgency, no apology, and no invented way to reach the business or opt out.
3. Never write the word "none". Never write labels such as "change line", "cost line", "schedule line", "questions line" or "closing line". Say each thing once and do not repeat any sentence.
4. Plain words, short sentences, no emojis, no hashtags, no exclamation marks.
5. The finished text has exactly {{LINE_COUNT}} lines. Count them before you answer.
Before you answer, check: the text has exactly {{LINE_COUNT}} lines; line 1 matches the exact sentence above; every copied line is word for word; every amount and date is exactly as given; you did not invent a price, payment request, date, warning, warranty, discount, upsell, urgency, way to reach the business, or opt-out.
Return only the finished text message and nothing else.What to fill in
- {{BUSINESS_NAME}}
- Your business name, as customers know it.
- {{BUSINESS_TYPE}}
- What you do and where, in a few words.
- {{CUSTOMER_NAME}}
- The customer's first name.
- {{JOB}}
- The job, e.g. bathroom remodel. The AI copies it word for word.
- {{CHANGE_LINE}}
- What you found and the extra work the customer approved, in your own words, e.g. When we pulled up the old floor we found rotted subfloor under the tub, and you approved replacing that section. Always used, copied word for word.
- {{COST_LINE}}
- The added cost and new total exactly as you agreed them, e.g. The approved change adds $1,280, for a new project total of $18,630, or "none". The AI will not add up, round or invent any amount.
- {{SCHEDULE_LINE}}
- How the change affects the finish date, e.g. This adds 2 days, so we now plan to finish Friday, March 20, or "none". The AI will not invent a date or delay.
- {{QUESTIONS_LINE}}
- Who to contact with questions, e.g. Questions about the change? Call Mike at 608-555-0191, or "none".
- {{CLOSING_LINE}}
- A short closing in your own words, e.g. Thanks for the quick approval, Dana, or "none" to let the AI write a plain sign-off such as "Thank you."
- {{OPT_OUT_LINE}}
- The opt-out line your texts use, e.g. Reply STOP to opt out, or "none" if your texting service adds its own.
Real example output
Fictional sample business. Oak & Pine Remodeling, the customer, the job, the amounts, the dates and the phone number are fictional. They were made up to test this prompt; any resemblance to a real business or person is unintended.
Show the inputs used for Oak & Pine Remodeling (fictional)
- BUSINESS_NAME
- Oak & Pine Remodeling
- BUSINESS_TYPE
- remodeling company in Madison, WI
- CUSTOMER_NAME
- Dana
- JOB
- bathroom remodel
- CHANGE_LINE
- When we pulled up the old floor we found rotted subfloor under the tub, and you approved replacing that section.
- COST_LINE
- The approved change adds $1,280, for a new project total of $18,630.
- SCHEDULE_LINE
- This adds 2 days, so we now plan to finish Friday, March 20.
- QUESTIONS_LINE
- Questions about the change? Call Mike at 608-555-0191.
- CLOSING_LINE
- Thanks for the quick approval, Dana.
- OPT_OUT_LINE
- Reply STOP to opt out.
What the model returned
Hi Dana, this is Oak & Pine Remodeling confirming the change to your bathroom remodel. When we pulled up the old floor we found rotted subfloor under the tub, and you approved replacing that section. The approved change adds $1,280, for a new project total of $18,630. This adds 2 days, so we now plan to finish Friday, March 20. Questions about the change? Call Mike at 608-555-0191. Thanks for the quick approval, Dana. Reply STOP to opt out.
Model: Qwen3-4B-Instruct-2507 (Q4_K_M GGUF), llama.cpp server b12110, run locally, temperature 0.4. Tested on . Edits: None. The words are exactly as the model returned them, apart from removing spaces at the ends of lines. All 8 runs with this prompt and these inputs passed the automatic checks (the first line copied exactly, the change, cost, schedule, questions, closing and opt-out lines copied exactly and in order, each part on its own line, no blank lines, no other numbers, no invented price, total, deposit or payment request, date or delay, warning, warranty, discount, upsell, apology, urgency or way to reach the business or opt out, no repeated sentences) and a manual read. We ran the same prompt for 8 runs each on four other fictional businesses: a fence company with every optional line "none"; an HVAC company with a cost line, a questions line with a phone number and a link, and its own opt-out wording; a painter with only a schedule line and its own closing; and a roofer with cost and schedule lines and an opt-out. All 32 passed both checks. An earlier round of 4 runs per business with the same prompt also passed (20 of 20). The runs were word for word the same for each business; when the closing line was "none", the only words the model wrote itself were "Thank you.", so the text is only as good and as true as what you put in. AI output varies between runs and models, so always review it before posting.
Check before you post
- Send this only after the customer has actually approved the change, and keep your signed change order or written approval if your contract or local rules require one; a text may not replace it.
- Check every amount and date in the text that actually goes out, character by character, against what the customer approved.
- Only put a finish date in SCHEDULE_LINE that you can stand behind.
- Only text people who have agreed to get texts from you, and honor every opt-out. Check your texting service's rules.
- Before you send it, send a test to your own phone and read exactly what arrives.
Get the full set of local business prompts.
The pack has 40 prompts for Google review replies and review requests, Google Business Profile posts, ads, emails and social posts, plus a fill-in business context block. One-time purchase, $24.
Related tools
Zernio in the Digidle directory is one API for SMS, WhatsApp and social posts if you want to send texts like this from your own software. Retell AI builds AI phone agents, if you want customer questions about a change answered by an agent. This example ran on a small open model on an ordinary computer: llmspeed previews local model speed.