From Site Notes to Homeowner Update in 60 Seconds

(A Repeatable AI Prompt You’ll Actually Use)

Author

William Tygart
May 26, 2025

Why this matters:
Clear communication builds trust — especially when a homeowner is stressed. But after a long day in the field, writing clean updates is the last thing most contractors want to do. Here’s a real example of using AI to turn raw job notes into a polished message in under a minute.

The Real Problem: Messy Notes, No Time to Write

Your tech sends something like:

“demo 80% done. fans moved. drywall delivery late. call Steve about electrical.”

You know what it means.
But the homeowner doesn’t.
And rewording it into a thoughtful update takes time you don’t have.

The AI Fix: Prompt → Polish → Send

Here’s the exact prompt we used:

Prompt:
“Turn these site notes into a professional homeowner update. Be clear, warm, and confident.
Let them know what’s complete, what’s happening next, and who to contact with questions.”

(Paste notes below)

Output: a clean, short paragraph you can send by text or email.
Tone? On point.
Details? Accurate.
Edits? Maybe 1 or 2.

Why This Matters

  • Homeowner feels informed

  • You look buttoned-up

  • Nobody wastes time rewriting notes into English

This one prompt turns messy job info into real trust — at speed.
And once your team gets the hang of it, they’ll never go back.