A commercial HVAC company wins most of its best accounts one building at a time: the right list, a call that gets past the front desk, a walkthrough, a one-page summary and, eventually, a maintenance agreement. These ten ChatGPT prompts handle the writing at each of those steps, so your people spend their time on the roof with the RTUs.
Ask ChatGPT for “a sales email for my HVAC company” and you will get something polite and long that mentions energy efficiency and peace of mind. Facility managers delete those unread.
Better output comes from better input. Every prompt below starts with something only you know, whether that is the building, what the front desk said, the notes from the walkthrough or the repair your tech finished an hour ago, and then asks for one short piece of writing with a word limit attached. Swap in your details where you see brackets.
In short
- Ten prompts that follow one account from the list to the maintenance agreement.
- Use them for thinking and writing. Never use the names, phone numbers or figures ChatGPT produces on its own.
- The last prompt turns your revenue goal into walkthroughs a month. At 98 dials per HVAC appointment, that number is usually bigger than it looks.
Before anyone picks up the phone
1. Rank the buildings on your list
If you do not have a list yet, our post on building a twenty-building HVAC list covers the signals worth collecting.
2. Work out who owns the HVAC budget
On the phone
3. Get the facility manager’s name from the front desk
4. Open the call
We broke this down line by line in the first 30 seconds of an HVAC cold call.
5. Answer “the equipment is still under warranty”
For the full conversation, see what to say when they say it is still under warranty.
After the walkthrough
6. Confirm the walkthrough
7. Turn your notes into the one-page summary
The fields that make that page easy to act on are in our one-page HVAC walkthrough summary.
8. Follow up on a proposal that went quiet
Keeping the account
9. Turn a repair call into a maintenance agreement conversation
This one has the longest payoff. A repair pays once. A maintenance agreement keeps your techs in the building year after year, which also puts you first in line on the day the owner decides a unit has to be replaced.
10. Find out how many walkthroughs your goal takes
Run it with honest numbers. Then add the step ChatGPT cannot do for you, which is the calling itself. Across Abstrakt’s sales center, one commercial HVAC appointment takes 98 dials on average. Five walkthroughs a month is roughly 490 dials, about 23 every working day, made by somebody who could otherwise be running service calls.
Our Growth Calculator does the whole chain, dials included, with HVAC already selected.
You keep the walkthroughs. We make the calls.
Abstrakt sets appointments with the facility managers and property managers who own the HVAC budget. Your team does the walkthrough, writes the summary and wins the agreement.
See if your market is open
Run your numbers in the Growth Calculator
Every appointment is checked for the right company, the right contact and the right timing. Rated 4.7 out of 5 across 400+ reviews.
Where an outside team fits
Most HVAC companies we talk to already know which buildings they want. The gap is hours. A service manager can make calls between jobs for a week or two, and then the service calls stack up, the techs need parts and answers, and the list sits untouched for months.
Abstrakt sets more than 100,000 appointments a year across the trades. We work with one HVAC company per market, and if yours is open, we will say so on the first call.
HVAC contractors ask us
Should my techs use these prompts on site?
Prompts 7 and 9, yes. They work well on a phone in the truck right after a visit, while the details are still fresh. The rest are office work.
Can ChatGPT build my calling list?
It can help you decide what kind of building to look for and how to rank them. Keep it away from names and phone numbers. It invents them, and calling a made-up contact costs you the same time as calling a real one.
Is it all right to paste customer details into ChatGPT?
Leave out anything you would not put in an email to a stranger, such as access codes, alarm details or contract pricing. Building type, equipment age and your own notes are usually enough for a good draft.
Why 98 dials?
That is the national average across Abstrakt’s sales center for booking one commercial HVAC appointment. Your own market may run higher or lower, and the Growth Calculator lets you see the effect either way.
Keep going
- Commercial HVAC lead generation
- The twenty-building commercial HVAC list
- HVAC cold call: the first 30 seconds
- The one-page HVAC walkthrough summary
About this article
Jeff Winters is Chief Executive Officer at Abstrakt. Reviewed by Neil Erker, Chief Marketing Officer. Abstrakt sets appointments for commercial HVAC and mechanical contractors and the wider trades, and the patterns here come from that calling.
Jeff Winters is the CEO of Abstrakt Marketing Group, a U.S.-based B2B lead generation and appointment-setting company that books qualified sales meetings for clients across the commercial trades, IT and managed services, manufacturing, and B2B services. He has spent his career building and running outbound sales programs at scale, and he breaks down what actually works in sales and lead generation on Abstrakt's podcast, The Grow Show.
