SMS Templates for HVAC Companies

SMS is a key channel for HVAC Companies because it fits how customers and teams communicate day-to-day, with quick replies that reduce missed calls and delays. It works well across sales, scheduling, and support moments like new leads, estimate follow-ups, appointment reminders, post-visit check-ins, and renewals. This collection provides ready-to-use SMS templates as practical, conversational starting points for common lifecycle touchpoints.

Service Scheduling

HVAC Companies often juggle last-minute gaps, route changes, and customer availability during service scheduling. SMS works well because it reaches people quickly and supports simple replies to confirm, reschedule, or share access details. The goal is timely responses and follow-through that reduce no-shows and idle time.

Template 1:

Hi [First Name], this is [Rep Name] with [Company Name] - are you still set for [Service Name] on [Date] at [Time]? Reply C to confirm or R to reschedule.

Template 2:

Hey [First Name], we had an opening for [Service Name] on [Date] at [Time] - want me to reserve it for you? Reply YES or send a better time and any access notes.

Appointment Reminders

HVAC Companies can send appointment reminders when schedules shift or access details are needed before a visit. SMS is effective because it is read quickly and supports short replies to confirm timing, request a change, or provide entry notes. The goal is prompt engagement and follow-through that cuts missed visits.

Template 1:

Hi [First Name], [Rep Name] from [Company Name] here - we’re scheduled for [Service Name] on [Date] at [Time]. Reply OK to confirm or NEW to pick a different time.

Template 2:

Hi [First Name], quick reminder about your [Service Name] visit on [Date] at [Time] - please share any entry instructions or gate code. Reply with notes or CHANGE if you need to adjust the appointment.

Technician Arrival Alerts

HVAC Companies use SMS to notify customers when a technician is en route, providing real-time updates that are easy to see and respond to. This approach supports quick acknowledgment or last-minute coordination, helping drive timely responses and reduce delays or missed appointments.

Template 1:

Hi [First Name], [Rep Name] with [Company Name] here. Your [Staff Member] is on the way and should arrive around [Time] - reply READY if you’re all set or NEED TIME if you need a quick adjustment.

Template 2:

Hey [First Name], this is [Team Name] at [Company Name]. We’re heading to you now for [Service Name] and our ETA is [Time] - reply YES to confirm you’ll be there or send any access notes.

Maintenance Reminders

HVAC Companies benefit from sending SMS reminders for routine maintenance, as these messages are typically seen and acted on quickly. This approach supports higher response rates and helps drive timely scheduling, making sure customers follow through with necessary service.

Template 1:

Hi [First Name], this is [Rep Name] with [Company Name] - it may be time for your routine [Service Name] maintenance. Want to book a spot for [Date] at [Time]?

Template 2:

Hey [First Name], checking in from [Company Name] about your maintenance reminder for [Service Name]. Reply with a day and time that works or use [Scheduling Link] to pick a slot.

Estimate Follow-Ups

After providing an initial estimate, HVAC companies can use SMS to reconnect with potential customers, as text messages are typically seen and answered faster than emails or calls. This approach supports higher response rates and helps move prospects toward a decision or further discussion.

Template 1:

Hi [First Name], this is [Rep Name] with [Company Name] checking in on the estimate for [Service Name]. Any questions I can help with, or would you like me to send the next step?

Template 2:

Hey [First Name], just circling back on your [Company Name] estimate for [Service Name]. Reply with a good time to talk, or I can resend the details to [Email].

Job Completion Messages

Job completion messages sent by HVAC companies via SMS provide customers with immediate confirmation that work is finished, making it easy for them to respond with feedback or questions. This method supports quick engagement and helps drive timely responses that support customer satisfaction and follow-through.

Template 1:

Hi [First Name], this is [Rep Name] with [Company Name] - your [Service Name] is complete as of [Time] on [Date]. Reply with any questions or a quick note on how it went.

Template 2:

Hey [First Name], [Team Name] from [Company Name] here - we’ve wrapped up your [Service Name] today. If you’d like the summary or want to book a follow-up, reply with [Next Step].

Payment Reminders

HVAC companies can use SMS to remind customers about upcoming or overdue payments, as text messages are typically seen and acknowledged quickly. This method supports faster responses and helps drive timely follow-through, reducing outstanding balances and supporting steady cash flow.

Template 1:

Hi [First Name], this is [Rep Name] with [Company Name] - a quick reminder that your payment for [Service Name] is due on [Date]. Want me to send the payment link?

Template 2:

Hey [First Name], [Team Name] from [Company Name] here - it looks like there’s an outstanding balance for your recent [Service Name]. Reply LINK for payment options or reply CALL and we’ll reach out.

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