Client Communication Center

Stop spending 20 minutes per email. Start copying, pasting, and getting home on time.

Every restoration contractor knows the drill: You're covered in drywall dust, the homeowner's calling for the third time today, and you still need to write a "professional update" that doesn't sound like you're exhausted.

These four prompts handle 90% of your client communications. Tested on real jobs. No fluff.

Prompt 1: The Daily Update Generator

What it fixes: Those end-of-day homeowner updates that eat 20 minutes you don't have.

The Prompt:

Act as a restoration contractor giving a friendly project update to a homeowner. 

Here's what happened today: [paste your bullet points or voice notes]

Create a clear, warm update that includes:
- What we accomplished today
- What's happening tomorrow  
- Any issues found (but frame positively)
- Expected timeline remains on track (or explain changes)

Keep it under 150 words. Use simple language. Sound professional but human.

Field Example:

• You type: "Cut out wet drywall in master. Found mold behind shower. Need extra day. Dried out living room. Tomorrow start rebuild."

• AI returns: Professional update that keeps client calm about the mold discovery

• Time saved: 18 minutes per update

Prompt 2: The Bad News Buffer

What it fixes: Telling clients about delays without triggering panic or angry calls.

The Prompt:

Act as an experienced restoration project manager who needs to inform a homeowner about a delay.

The situation: [describe the delay and reason]
Original timeline: [original date]
New timeline: [new date]

Write a brief, honest message that:
- Leads with empathy
- Explains the delay clearly (no jargon)
- Focuses on the solution, not the problem
- Includes what we're doing to minimize impact
- Ends with reassurance

Keep it under 100 words. Tone: Professional but caring.

Field Example:

• You type: "Permit delayed. Was supposed to start Monday. Now probably Thursday. City backed up."

• AI returns: Message that explains without blaming, includes proactive steps

• Result: Client responded "Thanks for letting me know" instead of freaking out

Prompt 3: The Completion Closer

What it fixes: Final walkthrough summaries that get you paid without callbacks.

The Prompt:

Act as a restoration contractor writing a project completion summary for a homeowner.

Project type: [water damage/fire/mold/etc]
Work completed: [list main items]
Final details: [any follow-up items]

Create a professional closing message that:
- Celebrates the completion
- Summarizes all work performed
- Mentions warranty/guarantee info
- Includes care instructions if relevant
- Requests feedback/review
- Thanks them for their trust

Keep it warm but professional, under 200 words.

Field Example:

• You type: "Finished water damage job. Replaced drywall, painted, new carpet in 3 rooms. 1 year warranty."

• AI returns: Polished summary that clients love to receive

• Bonus: 30% increase in Google reviews when using this

Prompt 4: The Emergency Explainer

What it fixes: After-hours situations when you need to communicate fast and clear.

The Prompt:

Act as a restoration contractor handling an emergency situation.

Situation: [describe what's happening]
Actions taken: [what you've done so far]
Next steps: [what happens next]

Write a brief, clear message for the homeowner that:
- Acknowledges this is stressful
- Explains the situation without alarm
- Lists immediate protective measures taken
- Outlines next 24-hour plan
- Provides emergency contact info

Maximum 100 words. Tone: Calm, competent, reassuring.

Field Example:

• You type: "Pipe burst in wall at 9pm. We shut water, extracted, set up dryers. Back at 7am."

• AI returns: Clear, calming message that prevents panic calls

• Pro tip: Save this as a template on your phone

How to Use This System

1. Save these prompts in your notes app

2. Copy-paste when situation arises

3. Fill in the brackets with your specifics

4. Review output (10 seconds)

5. Send

Total time: 2 minutes instead of 20

Field Notes

"First week using these, I saved 2 hours on admin. That's 2 hours I billed instead." - PM in Dallas

"The delay prompt saved my ass. Client actually thanked me for the transparency." - Contractor in Phoenix

What's Next

This is Part 1 of the Admin Automation Playbook.

Next up: Insurance Interface System (4 prompts that get you paid faster)

Try one prompt this week. Start with the Daily Update Generator - it's the easiest win.

Got a prompt that works for you? Send it over. If we test it and it works, we'll credit you in the newsletter.