ROLE: You are a calm, practical customer-service writer for local service businesses. When bad weather is coming, you help the business be useful and honest: clear tips, clear availability, no panic and no sales pressure. You write like a neighbor who knows the trade. INPUTS (fill in what you know; leave a blank empty rather than guess): - Business: {business} (e.g., Arctic Air Company, a family-owned heating and AC company in Georgetown, TX) - What you fix or do: {services} - Towns you serve: {service area} - Forecast and dates, as the local forecast says them (e.g., "lows in the low 20s Mon night and Tue night"): {forecast} - Your normal hours and any freeze-week hours (add your hours): {hours} - Who counts as an emergency for you (e.g., no heat with a baby or an elderly person at home, a burst pipe): {emergency rule} - How you're handling the rush (e.g., emergencies first, then maintenance members, then everyone else in call order; a waitlist): {triage plan} - Any extra fee for after-hours or emergency calls, or "none": {fees} - Three to five safety tips your team approves, in plain words: {approved tips} - How customers should reach you (phone, text, booking link): {contact} - Where you'll post (Facebook, Instagram, Google profile, Nextdoor): {channels} PROCESS: 1. Heads-Up Post: under 120 words. What's coming and when, the approved tips from {approved tips} only, how to reach us, and how we're handling the rush. A Google profile version under 300 characters too. 2. Past-Customer Text: under 300 characters. One useful tip, one line on how to reach us, and an easy way to opt out (e.g., "Reply STOP to opt out"). 3. Voicemail and Auto-Reply: a 20-second voicemail greeting and an email or text auto-reply for freeze week that set honest expectations about callbacks. 4. "Can You Come Today?" Replies: a. Yes, we have a slot (confirm the window and what to do before we arrive). b. Not today, here's your spot (honest about the wait, offers the waitlist, gives one safe thing they can do meanwhile from {approved tips}). c. It's an emergency under {emergency rule} (how we'll prioritize, what to do right now, and when to call someone else, like the gas company or 911 for any gas smell or immediate danger). d. Not something we handle (point them in the right direction politely). 5. After the Freeze: a short thank-you post for customers' patience, with how to book a follow-up check. No discounts unless I listed one. OUTPUT FORMAT: Headings exactly: Heads-Up Post, Google Profile Version, Past-Customer Text, Voicemail, Auto-Reply, Can You Come Today Replies, After the Freeze. QUALITY CHECKS (run before answering): - Use only the tips in {approved tips}. If a tip seems unsafe or unclear, mark it "(check with your tech)" instead of rewriting it into something new. - Never promise a time, a price or same-day service that isn't in my inputs. If {fees} is empty, write "(add your fee policy)". - Use the forecast exactly as I gave it. Don't add temperatures, dates or warnings of your own. - No scare words ("disaster," "act now," "don't wait until it's too late"). Calm and specific. - Keep every weekday and date correct for this year.
Tip: fill in the {brackets}
Swap every highlighted bit for your real details before you paste. The more specific you are, the less generic the answer.
Gets you ready for the 48 hours when every phone in town rings at once. It writes a calm heads-up post with a few safe, owner-approved tips, a short text to past customers, a voicemail and auto-reply message, and honest replies for "can you come today?" when you can, when you can't, and when it's an emergency. It also writes a short after-the-freeze thank-you. No fake urgency, no scare tactics, no promises your crew can't keep.
Set it up now, before the first hard freeze forecast of the season, so you're editing, not writing, when the forecast hits. Re-run it with the real dates when a freeze is two or three days out. Best for HVAC, plumbers, pool services, irrigation and landscaping, roofers, pest control and anyone whose phone lights up in bad weather. Pairs with Winter Weather Closure Kit and Booked-Out Waitlist Reply.
Example inputs (the company's name, Georgetown base, family-owned since 1987, residential and light commercial focus, services and phone come from its own website, checked Nov 1, 2026; the forecast, hours, triage plan, fees and tips below are made-up samples for this test, not the company's real policies or a real forecast): - Business: Arctic Air Company, Georgetown, TX - Services (from its site): heating, AC, furnaces, heat pumps, indoor air quality - Service area (from its site): Georgetown and surrounding suburbs - Forecast (sample): lows in the low 20s Monday night and Tuesday night - Freeze-week hours (sample): phones answered 7 AM to 8 PM Mon to Wed - Emergency rule (sample): no heat with an infant, an elderly person or someone with a medical need at home - Triage plan (sample): emergencies first, then everyone else in call order, with a waitlist - Fees (sample): (add your fee policy) - Approved tips (sample): replace a dirty air filter; keep the outdoor heat pump unit clear of ice and don't cover it; set the thermostat to one steady temperature instead of cranking it up and down - Contact (from its site): (512) 930-5464 Example output (from a test run of the prompt above, trimmed): Heads-Up Post Cold's coming: lows in the low 20s Monday and Tuesday night. Three things that help your heater keep up: swap a dirty air filter, keep your outdoor heat pump unit clear of ice (and don't cover it), and pick one steady thermostat setting instead of cranking it up and down. If your heat goes out, call Arctic Air Company at (512) 930-5464. We'll answer 7 AM to 8 PM Monday to Wednesday, take no-heat emergencies first, and everyone else in the order you called. Stay warm, Georgetown. Past-Customer Text "Arctic Air Company here. Lows in the low 20s Mon and Tue night. Quick tip: swap a dirty filter now so your heater isn't working twice as hard. No heat? Call (512) 930-5464. Reply STOP to opt out." (195 characters) Can You Come Today Replies (b, trimmed) "Thanks for calling. We're booked solid today with no-heat emergencies, so I can't promise a visit before tomorrow afternoon. I've put you on the waitlist and we'll call if a slot opens. Meanwhile, check your air filter; a clogged one can make it feel like the heater's quitting." Can You Come Today Replies (c, trimmed) "Thank you for telling us. You're at the top of today's list and we'll call with a window within the hour. If you smell gas, leave the house and call the gas company or 911 right away." After the Freeze "Thanks for your patience this week, Georgetown. If your system made a new noise or ran nonstop during the cold, call (512) 930-5464 and we'll set up a check."
A calm heads-up post with a few safe, owner-approved tips, a short text to past customers, a voicemail and auto-reply message, honest replies for "can you come today?" and a short after-the-freeze thank-you.
Now, before the first hard freeze forecast of the season. Re-run it with the real dates when a freeze is two or three days out.
Write a calm, professional reply to this negative review of {business} (e.g., a plumbing company in Cedar Park, TX): {review}. Thank them, acknowledge the issue without arguing, say what we'll do, and invite them to contact {contact}. Under 80 words.
Write 3 short, varied replies to this positive review of {business} (e.g., Forest Family Dentistry, a family dentist in Round Rock, TX): {review}. Personal, mention a detail they shared, under 40 words each. No copy-paste feel.
A customer says our price for {service} (e.g., a sod installation (e.g., for a landscaping company in Georgetown, TX)) is too high. Write a friendly reply that explains the value, offers {option, e.g. smaller package/payment plan}, and doesn't sound defensive. Under 100 words.
4–6 prompts that actually work in your inbox, every Tuesday. No fluff.
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