The prompt
Score 10 of 10, Excellent
Use it when A technician has finished a service call, and the customer needs a plain report of what was found and fixed and what to do next.
- {{customer}}
- {{visit_details}}
- {{technician_notes}}
- {{agreement}}
- {{next_visit}}
Full prompt and why it works
Prompt
Write a service visit report for the customer from the technician's notes below, for {{customer}} to read and keep on file, so that they know what was checked, what was found and fixed, whether the equipment is safe to use, and what they need to decide next. Visit details (date, site, technician, equipment with make, model and serial number, reason for the visit): {{visit_details}} Technician's notes, readings and parts used: """ {{technician_notes}} """ Our service agreement or warranty terms that affect this visit, if any: {{agreement}} Next scheduled visit, if any: {{next_visit}} Use these headings: 1. Status: one line, one of "Working normally", "Working with limits" or "Not working". If the notes record a safety issue, say what it is and what was done about it here, before anything else. 2. Why we visited. 3. What we checked: a short list. 4. What we found: in plain words, with readings where the notes give them and what they mean for the customer. 5. What we did: the work done, and the parts used as a table with the columns Part, Quantity, Covered by agreement (yes, no or to confirm). 6. Recommendations: each with its urgency (needs action now, at the next visit, or to plan for) and whether a quote will follow. 7. Next visit. Keep it under 350 words. Write for someone who is not a technician: explain any technical term in a few words the first time, and replace internal codes and shorthand with plain descriptions, for example "Replaced the worn drive belt" instead of "R/R belt, worn". That example shows the form only. The tone should be clear and professional, neither alarming nor vague. Do not blame the customer or anyone else for a fault, recommend work the technician did not note, give prices that are not in the notes, or promise anything the agreement does not cover. If the notes are unclear about whether something was fixed or only found, write [CHECK: fixed or found?] and keep it out of What we did. If a safety issue is mentioned without what the customer should do about it, add a first line "FOR THE SERVICE MANAGER: safety issue needs customer instructions before sending."
Variables
- {{customer}}
- Who receives the report, for example "the facilities manager at the customer's site".
- {{visit_details}}
- Date, site, technician, equipment make, model and serial number, and the reason for the visit.
- {{technician_notes}}
- The technician's notes as written, with readings, findings, work done and parts used.
- {{agreement}}
- Service agreement or warranty terms that decide what is covered, or "none".
- {{next_visit}}
- The next scheduled visit, or "none scheduled".
Why it works
- Who it's for. It is written for the customer, not the technician: a status line first, plain words for every code, and the decisions they need to make.
- What to avoid. Recommendations come only from the technician's notes and promises only from the agreement, so the report never commits the company to new work.
- If unsure. Work that may only have been found, not fixed, is marked for checking, and a safety issue without customer instructions stops the report for the service manager.