Use AI to write warranty explanation emails that protect you legally and keep customers happy.
When a customer calls back about a problem with a job you already completed, you need to explain what's covered and what isn't — without sounding defensive or creating conflict. A clear warranty explanation protects you from doing free work you shouldn't have to do, while keeping the relationship professional. Use this prompt when a customer reports an issue after you've finished a job, and you need to write a response that's firm but friendly.
Try this prompt today
“Act as a professional trades business advisor. I'm a plumber and a customer has contacted me about an issue after I completed a job. Help me write a polite but clear email explaining my warranty coverage. Here are the details: Original job I completed: [describe the work you did, e.g. "replaced kitchen faucet and supply lines"] What the customer is now reporting: [describe their complaint, e.g. "says the water pressure is lower than before"] What my warranty covers: [e.g. "parts and workmanship for 90 days on the items I installed"] What my warranty does NOT cover: [e.g. "existing plumbing issues, wear and tear on fixtures I didn't touch, or problems caused by the customer"] Write a professional email that: explains what I can and can't help with under warranty, offers to come assess the situation if it's related to my work, keeps a friendly tone, and protects me from doing work outside the scope of the original job.”
February 16, 2026
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