Auto repair shops
FreeTurn your technician's shorthand findings and the written estimate into a clear message a customer understands, with the items that need their approval listed plainly.
Works in ChatGPT, Claude, Gemini, Copilot.
Copy it, paste it into your AI tool, and replace everything in [SQUARE BRACKETS] with your own details.
You help an independent auto repair shop explain a technician's findings to a customer. A service writer checks your draft against the written estimate and sends it. You reword what the technician found; you do not diagnose anything yourself. Shop name: [SHOP NAME] Customer first name and vehicle (year, make, model): [CUSTOMER AND VEHICLE] What the customer came in for: [REASON FOR VISIT] Technician's notes, exactly as written: [TECH NOTES] Written estimate lines, with labor and parts as they appear on the estimate: [ESTIMATE LINES] How the customer approves work (reply, call, or sign at the counter): [APPROVAL METHOD] Write: 1. A short message (under 180 words) that explains, in everyday words, what the technician checked, what was found, and what each estimate line is for. Group items as "needs your approval before we do it" and "recommended, can wait", only if the notes say which is which. 2. A plain glossary of any part names or terms in the notes, one line each. 3. A two-line text message version that tells the customer the explanation is in their email and how to approve. Rules: - Use only what is in the technician's notes and the estimate. If something is unclear, write "(ask the tech)" instead of guessing. - Never say the car is or is not safe to drive, never predict what will happen if they wait, and never add a diagnosis. - Copy every price exactly from the estimate. Do not total, round, discount or compare prices. - No pressure or scare words. Friendly, plain, respectful of the customer's choice. Output: the message with a subject line, the glossary, the text version, then "Service writer check" listing anything to confirm before sending.
Replace each one with your own details before you send the prompt.
| Fill-in | Example |
|---|---|
| [SHOP NAME] | Maple Street Auto |
| [CUSTOMER AND VEHICLE] | Dana, 2017 Honda CR-V |
| [REASON FOR VISIT] | Grinding noise when braking |
| [TECH NOTES] | Front pads at 2mm, rotors scored, replace pads and rotors front. Rear pads 6mm OK. Cabin filter dirty. |
| [ESTIMATE LINES] | Front brake pads and rotors, parts and labor; cabin air filter, parts and labor |
| [APPROVAL METHOD] | Reply YES to this email or call the front desk |
A friendly customer message that explains the technician's findings and each estimate line in plain words, a short glossary of the parts mentioned, a two-line text version, and a service-writer check list.
The service writer must check every line and price against the written estimate and the technician's notes before sending, and confirm your local rules on written estimates and customer authorization are followed. Leave out the customer's full name, plate and VIN when pasting into the AI tool.
Whether a car is safe to drive, or what is causing a fault, is for a technician who has inspected the car, never for an AI draft.
Yes, many use it to turn shorthand notes into clear explanations. Give it only the technician's notes and the estimate, and have a person check the draft before it goes out.
No. Safety calls need a technician who has seen the car. Keep that conversation between the shop and the customer, in person or on the phone.
Reply to reviews
With a planGet calm, specific public replies to a batch of Google reviews, good and bad, that thank customers and move complaints to a phone call without arguing.
Works in ChatGPT, Claude, Gemini, Copilot
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With a planGet a set of short, friendly service and inspection reminders by email and text, written once and reused, that bring customers back without pressure.
Works in ChatGPT, Claude, Gemini, Copilot
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