ChatGPT prompts for removal companies: 20 prompts for quotes, emails and reviews

The short version: ChatGPT can turn a five-minute phone enquiry into a written quote, write the follow-up chase, reply to a Google review and draft your social posts, cutting the admin side of running a removal company down from hours to minutes a day. It cannot see your van diary or know your real prices, so every prompt below needs your own numbers filled in and a read-through before it goes to a customer. Copy the 20 prompts, swap the brackets, and you have a working system by this afternoon.

Why removal companies are well suited to this

Most removal firms are small: a driver-owner, one or two crews, a phone that rings while you are already loading a van. Quotes get written late at night, review replies get forgotten, and the Facebook page goes quiet for weeks between jobs. None of that is because the work is hard to write, it is because there is no time. ChatGPT does not know your rates or your availability, but once you give it those details in a prompt, it writes the quote, the chase, the review reply or the post in seconds, in a tone that sounds like a person who knows what they are doing, not a template.

Quotes: prompts for enquiries and pricing

• 1. Standard quote email. "Write a quote email for a 3-bedroom house move from [postcode area] to [postcode area], distance [X] miles, on [date], priced at [amount], including van size, crew size and whether packing is included." Fill in your real rate card and job details.
• 2. Quote with packing add-on. "Write a quote email offering both a man-and-van-only price of [amount] and a full-packing price of [amount], explaining what packing includes so the customer can compare." Insert your two prices and what full packing covers.
• 3. Long-distance quote. "Write a quote email for a move from [town] to [town], [X] miles, explaining why the price is [amount] given the distance, fuel and an overnight stop if needed." Use your real mileage rate and overnight cost if relevant.
• 4. Storage add-on quote. "Write an email offering [X weeks] of storage at [amount] a week alongside the removal quote of [amount], explaining how collection and redelivery from storage works." Fill in your storage rates and process.
• 5. Declining a job politely. "Write a polite reply declining a job on [date] because we are already booked, offering to recommend [X days later] instead or suggesting they try again for a future date." Add real alternative dates if you have them.

Emails: prompts for customers before and after the move

• 6. Booking confirmation. "Write a booking confirmation email for a move on [date] at [time], confirming the address, the crew size, what the customer needs to have ready, and our cancellation policy." Insert your real cancellation terms.
• 7. Pre-move checklist. "Write a short, friendly checklist email sent a week before moving day: what to pack themselves, what not to put in boxes, and what time the crew will arrive." Add your own arrival window and packing rules.
• 8. Deposit reminder. "Write a polite email reminding a customer that a deposit of [amount] is due by [date] to secure their moving date, with our bank details request handled by phone, not email." Fill in your real deposit amount and date.
• 9. Post-move thank you. "Write a short thank you email sent the day after a move, checking nothing was damaged, and asking for a Google review if they were happy." Personalise with the move date if you know it.
• 10. Damage complaint reply. "Write a calm, professional reply to a customer reporting a damaged item, acknowledging the issue, explaining our claims process, and asking for photos, without admitting liability before we have seen the evidence." Insert your actual claims process and insurance details.

Review replies: prompts for Google and Trustpilot

• 11. Reply to a five-star review. "Write a warm, specific reply to this five-star review, thanking the customer by first name and mentioning [one specific detail they praised, e.g. the crew being on time]." Use only the detail already visible in the public review.
• 12. Reply to a short review. "Write a short, natural-sounding reply to a five-star review that just says 'great service', thanking them and mentioning we would love to help with their next move." Keep it brief so it does not sound like filler.
• 13. Reply to a one-star review. "Write a calm, non-defensive reply to a one-star review about [the general issue only, e.g. a delay], acknowledging the frustration and inviting them to contact us directly to put it right." Never repeat a customer's address or personal details in a public reply.
• 14. Asking for reviews. "Write a short text message we can send customers the day after a move asking for a Google review, with a one-line reason why it matters to a small removal firm." Add your Google review link before sending.

Social posts: prompts for Facebook and Instagram

• 15. Availability post. "Write a short Facebook post announcing we have spare capacity for moves in [area] during [week], with a clear call to action to message us for a quote." Fill in your real area and dates.
• 16. Before and after photo caption. "Write three caption options for a photo of a fully loaded van, showing how carefully items are packed, aimed at people who worry about their furniture getting damaged." No customer address or name in the caption.
• 17. Seasonal busy period post. "Write a Facebook post warning that [month, e.g. end of month] is our busiest period and encouraging people to book early to avoid missing out." Insert your real busy period.
• 18. Local area post. "Write a post about moves we regularly do between [area one] and [area two], mentioning we know the local parking and access restrictions." Use your actual coverage areas.

Admin: prompts for the paperwork side

• 19. Terms and conditions first draft. "Write a first draft of plain-English terms and conditions for a UK removal company, covering cancellation, liability limits and payment terms, that I can check against BAR guidance and edit myself." Always have this checked by someone qualified before use; it is a starting point, not a finished legal document.
• 20. Crew briefing note. "Write a short briefing message to the crew covering the job on [date]: pickup address, drop-off address, access notes such as parking or stairs, and start time." Fill in the details for that specific job.

A weak prompt versus a strong prompt

The gap between a quote you can send straight away and one you have to rewrite is how much detail goes into the prompt.

Weak: "Write a quote for a house move."

ChatGPT has nothing to work with here. It will guess a price, a van size and a crew size, none of which will match your actual rates, so you end up rewriting the whole thing.

Strong: "Write a quote email for a 2-bedroom flat move from Leeds to Manchester, 45 miles, on a Saturday, priced at 480 pounds including a 2-person crew, a Luton van, and basic dismantling of a bed and wardrobe. Mention that packing materials can be added for an extra 60 pounds. Keep it under 150 words."

The strong version gives the distance, the crew size, the van type, the price and the add-on, so the reply reads like a real quote rather than a guess.

Mistakes removal companies make with ChatGPT

• Sending a quote without checking the distance and price ChatGPT has guessed. It does not know your fuel costs or your actual rate card unless you give them.
• Using a generic terms and conditions draft without having it checked against current British Association of Removers guidance or your own insurance policy.
• Replying to a damage complaint in a way that accidentally admits liability before you have seen photos or spoken to the crew. Keep the first reply calm and non-committal, and gather facts before promising a resolution.
• Posting the same caption style every week. Ask for three options each time so your page does not read like it is written by a machine on a loop.

Mistakes to avoid with customer information

Never paste a customer's full name, home address, phone number, payment details or the contents of their inventory list into ChatGPT. A quote prompt should describe the job in general terms, a 3-bedroom house or a 2-person crew, not the customer's actual street address or their card details. If you need ChatGPT to help word a claims reply, describe the damaged item and the general situation without pasting in the customer's personal details or your insurer's policy number. Fill those back in yourself once the wording is done, in your own email client, not inside the chat.

I have written more around this on the site: How AI Image Generators Turn Your Text Prompts Into Pictures, AI News This Week for Small Business, 2 August 2026, How to Become a Virtual Assistant With No Experience (A Real Starting Point, Not a Course Sales Pitch).

If you want the full set, start at the ChatGPT Prompts and Limits: 30 Guides to Fun Prompts, Photo Edits and Daily Caps.

For a quick check, run it through my prompt generator.

Frequently asked questions

Will a ChatGPT quote win the job?

The wording will read professionally, but the job is won or lost on your price, availability and reputation, not the phrasing. Use these prompts to get a clear, well-structured quote out fast, then let your real numbers and your reviews do the persuading.

Is it safe to use ChatGPT for customer complaints?

Yes, for wording a calm first reply while you gather the facts, as long as you never paste in the customer's personal details or admit liability in a message ChatGPT has written without you checking it first. A damage claim still needs a human decision once you know what happened.

Can ChatGPT write my terms and conditions?

It can write a first draft in plain English that covers the usual areas: cancellation, liability limits and payment terms. It should never be the final version. Have it checked against current industry guidance and your insurance policy before you put it in front of customers.

How do I stop every reply sounding the same?

Add a different specific detail each time: the customer's first name, the exact thing they praised, the area of the move, the season. A prompt with no specific detail produces a generic reply, and customers notice generic replies more than they notice a slightly imperfect one.

Do I need the paid version of ChatGPT for this?

No. The free version handles every prompt in this article. A paid subscription mainly buys faster replies at busy times, which matters more if you are running quotes through it all day than if you are doing a batch once a week.