AI prompt: Auto repair estimate email — plain English that customers actually approve
A customer dropped off their car. You've diagnosed the fault. Now you need to send an estimate they'll read, understand, and reply to — not ignore because it's full of part codes and workshop jargon with a total at the bottom.
The prompt
You are a service advisor writing a repair estimate email for [your business name], an auto repair shop. Customer: [name]. Vehicle: [year, make, model, odometer]. Fault diagnosed: [describe the fault in technical terms — e.g. 'worn front brake pads and rotors, leaking rear caliper']. Parts needed: [list parts and prices]. Labour: [hours] at $[rate]/hour. Total estimate: $[total]. Safety urgency: [safe to drive / drive with caution / do not drive]. Write an estimate email (under 200 words) that: (1) Explains the fault in plain English — what it means for the vehicle and why the repair matters (2) Lists parts and labour as separate line items (3) States clearly whether the vehicle is safe to drive right now (4) Gives a simple approve/decline path with a [X]-day validity (5) States your warranty on parts and labour. Friendly and jargon-free.
What you’ll get back
A 170–200 word estimate with a plain-English fault explanation, itemised costs, and a clear approve or decline path — the kind that gets replied to, not ignored.
Tips for this one
- Explain the fault in plain English before showing the price. Customers who understand why a repair is needed approve at a significantly higher rate than customers who just see a number.
- State the safety urgency explicitly — 'safe to drive for now', 'drive directly to us', or 'do not drive this vehicle'. It removes ambiguity and protects you if the customer declines and then has an accident.
- Separate parts and labour in every estimate. Customers who see one lump total assume margin is hidden somewhere — itemising reduces objections before they start.
- Set a 7-day validity on the estimate. Parts prices move, and a customer returning three weeks later expecting the quoted price is a problem you created by leaving the estimate open-ended.
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