TLDR: HVAC follow-ups are high-leverage because HVAC jobs are emotional (no heat, no AC), expensive, and prone to callbacks if small issues slip. The right follow-up isn’t a long survey or an awkward review ask. It’s a simple system: send a short functional check after emergencies, a one-tap satisfaction check after routine work, and a “settling time” check-in after installs. Then route unhappy customers into fast private recovery and invite reviews later, after the experience has stabilized. This template library gives HVAC-specific SMS and email scripts for common job types (no-heat/no-cool repairs, standard repairs, tune-ups, installs) and outcomes (happy, neutral, unhappy, problem returned). Use it as a living library. And if you want these follow-ups sent automatically with branching logic and alerts, VisibleFeedback runs the full loop: one-tap feedback capture, instant notifications, issue tracking, and safer review asks.

How to Use These HVAC Templates (Quick Rules)

A few rules keep you out of trouble and reduce callbacks.

• Keep SMS short. HVAC customers are busy and stressed.
• Don’t ask for a review until you have a positive signal and the system has had time to run.
• Match timing to job type:
  • emergency repair: same day (1–3 hours)
  • routine repair / tune-up: next day
  • install: 2–4 days after completion

Use these templates as a library. Add your own variations for your market and tone.

SMS Templates (HVAC)

1) Emergency Repair: No Heat / No Cool (Same Day Functional Check)

Hey [Name] — quick check: is the system running normally now?
Yes / No

If No:

Thanks — what are you seeing?
No heat / No cool / Strange noise / Not staying on / Other
We’ll follow up shortly.

2) Emergency Repair: “It’s Working, But…” (Same Day Soft Check)

Hey [Name] — just checking: is it cooling/heating the way you expected now?
Yes / No

If No:

Got it. What feels off?
Not reaching temp / Weak airflow / Noise / Smell / Other

3) Standard Repair Follow-Up (Next Day One-Tap)

Thanks again, [Name]. Quick 2-second check: how did we do yesterday?
🙂 Great 😐 Okay 🙁 Not good

4) Tune-Up Follow-Up (Next Day One-Tap)

Hey [Name] — quick check after your tune-up: everything feel good so far?
🙂 Great 😐 Okay 🙁 Not good

5) Install Follow-Up (3 Days After Completion)

Hey [Name] — checking in on the new system. How’s everything going so far?
🙂 Great 😐 Okay 🙁 Not good

If neutral/negative:

Thanks for telling us. What should we address?
Comfort / Thermostat / Noise / Airflow / Cleanliness / Other

6) “Problem Came Back” (Callback Prevention)

Hey [Name] — thanks for the heads up. We want to get this fixed quickly.
Is it the same issue as before?
Yes / No

If Yes:

Got it. When did you notice it return?
Today / Yesterday / Earlier this week
We’ll schedule a return visit.

7) “We’re Running Late” (HVAC Window Management)

Hey [Name] — quick update: we’re running about [X] minutes behind.
Do you still want us to arrive today, or should we reschedule?
Reply: TODAY or RESCHEDULE

8) Post-Resolution Confirmation (Close the Loop)

Quick check, [Name] — are we all set now?
Yes / No

If No:

Understood — what’s still happening?
Not reaching temp / Airflow / Noise / Other

9) Review Request (Only After Positive Signal, Not Same Day)

Appreciate you, [Name]. If you have a minute, would you mind leaving an honest Google review?
[Review Link]

10) Maintenance Plan Offer (After Positive Outcome)

Glad everything’s running well. Want us to set you up with a seasonal maintenance plan to prevent surprise breakdowns?
Reply YES and we’ll send options.

Email Templates (HVAC)

Email A: Service Summary (Send Same Day)

Subject: Your HVAC service summary from [Business]

Hi [Name],
Thanks for choosing [Business]. Here’s a quick summary of today’s visit:

• Work performed: [Bullet 1], [Bullet 2], [Bullet 3]
• Notes: [Short note]
• Recommendations: [Filter change interval / tune-up timing / monitoring note]

If anything feels off, reply to this email or call/text us at [Phone]. We’ll take care of it.

Thanks,
[Signature]

Email B: Emergency Repair Follow-Up (Send Next Day)

Subject: Quick check — is everything still working normally?

Hi [Name],
Just checking in after yesterday’s emergency service. Is the system still running normally and holding temperature?

If anything feels off (airflow, noise, not reaching temp), reply here and we’ll help quickly.

Thanks,
[Signature]

Email C: Tune-Up “What to Expect” + Preventive Value (Send Same Day or Next Day)

Subject: Tune-up complete — quick tips to keep things running smoothly

Hi [Name],
Your tune-up is complete. A few quick tips that help avoid breakdowns:

• Replace filters every [X] days (more often if pets/allergies)
• Keep supply vents open and return vents unblocked
• If you notice [symptom], reach out sooner rather than later

If you have any questions, reply here and we’ll help.

Thanks,
[Signature]

Email D: Install “Settling Time” Check-In (Send 3–5 Days After)

Subject: Checking in on your new HVAC system

Hi [Name],
Just checking in now that you’ve had a few days with the new system.

If you notice anything like unusual noise, airflow differences, thermostat confusion, or comfort issues, reply to this email and we’ll get it handled.

Thanks,
[Signature]

Email E: Install Education + Next Steps (Send Next Day)

Subject: Your new system — tips, filters, and what to expect

Hi [Name],
Congrats on the new system. Here are a few practical notes to get the best performance:

• Thermostat basics: [Tip]
• Filter size and replacement: [Tip]
• What’s normal in the first few days: [Tip]
• What isn’t normal (call us): [Red flag list]

If you want, we can also schedule your first seasonal maintenance visit so everything stays efficient.

Thanks,
[Signature]

Email F: Maintenance Plan Offer (Send 7–14 Days After Positive Outcome)

Subject: Want us to keep your system running reliably?

Hi [Name],
Most breakdowns start with small issues that seasonal maintenance catches early.

If you’d like, we can set you up with a seasonal plan that includes:

• [Benefit 1]
• [Benefit 2]
• [Benefit 3]

Reply with PLAN and we’ll send pricing and scheduling options.

Thanks,
[Signature]

Outcome-Based Mini Scripts (Use After Feedback)

Use these when a customer responds neutral/negative.

Neutral response

Thanks for the honest rating. What could we improve?
Communication / Cleanliness / Comfort results / Scheduling / Other

Negative response

Thanks for telling us — we want to fix this quickly. What’s the main issue?
Not reaching temp / Airflow / Noise / Thermostat / Other
We’ll follow up shortly.

Where VisibleFeedback Fits (HVAC-Specific)

HVAC follow-ups work best when they’re fast, consistent, and routed correctly.

VisibleFeedback helps HVAC companies by:

• sending one-tap follow-ups at the right timing for repairs vs installs vs tune-ups
• alerting you instantly on negative responses so you can respond before it becomes a review
• tracking issues through a simple status flow until resolution
• prompting safe review requests after the experience is stable
• giving you trend data (callbacks, comfort issues, communication complaints) you can coach on

If you’re trying to reduce callbacks and increase repeat maintenance, this is the loop that actually moves the needle.