Use AI to draft subcontractor instruction letters in 60 seconds instead of rewriting the same details over and over.

You send dozens of instruction letters to subs every month — confirming scope changes, clarifying work sequences, documenting verbal agreements. Writing them takes longer than it should because you're restating project details and formatting professional language around the same basic info. Here's how to use AI to knock out these letters in a minute or less. **Step 1:** Open ChatGPT or Claude and tell it you need a subcontractor instruction letter. Give it the key facts in bullet form: who the sub is, what work needs doing, any deadlines or constraints, and reference numbers if applicable. No need for full sentences — just the raw details. **Step 2:** Ask AI to write it as a formal but friendly letter. It'll turn your bullets into a clear, professional format with proper structure and tone. **Step 3:** Review the draft. Check that scope details are accurate and add any job-specific safety requirements or coordination notes the AI couldn't know about. **Step 4:** Copy into your email or print as a letter. You've just saved 10 minutes of typing and formatting, and the sub gets crystal-clear direction with no confusion. **Step 5 (Optional):** Save successful letters as examples. Next time, you can tell AI "write one like this but for electrical rough-in instead of HVAC" and it'll adapt the format instantly. This workflow works for any repetitive instruction scenario: access coordination, material delivery requirements, work-hour restrictions, or post-inspection corrections. The AI handles the professional writing so you just focus on the technical details.

February 15, 2026