Office Manager

Email a supply house order

  • Est. time saved10 min per order
  • Works withCopilot · ChatGPT · Gemini
  • GroupRun the Shop
  • Ref.WO-0055
Never paste: Card numbers or bank info, customer addresses and phone numbers, employee pay rates, Social Security numbers, financing applications, or lockbox/gate codes.

When to use it

When ordering stock or special-order parts from the supply house.

The prompt

Copy this, then replace everything in [brackets].

Write a clear order email to our supply house.
Account: [account name, not number if sensitive]
Items: [part #, description, qty]
Delivery: [will-call / deliver to shop / jobsite], needed by: [date]
Job reference: [job # or PO]
Questions: [substitutions OK?, backorders]

Clear list, ask them to confirm availability and ETA.

Before / after

Before: Wrong part, wrong day, and a tech sitting idle.

After (example output):

Please confirm availability and ETA: (4) 45/5 uF dual run capacitors; (2) 1/4 HP condenser fan motors 1075 RPM; (1) 50-gal NG water heater [model]. Deliver to shop by Thursday AM. PO 2291. Substitutions OK on capacitors only.

Tips

  • Have the warehouse lead double-check part numbers.
  • Use first names or job numbers instead of full customer details.
  • Copy the final text back into your FSM or accounting system so the record stays in one place.
  • Review every draft before you send it. You’re accountable for what goes out.