HVAC SMS Templates (Free) for Contractors

1. HVAC missed-call text-back templates

Use these when you miss inbound calls for “no heat”, “no cool”, or maintenance inquiries.

Hi {{first_name}} — {{company}} here. Sorry we missed your call!
Text a photo of your unit label + the issue, and your address.
We'll reply with options and available times today.

Thanks for calling {{company}} (heating & cooling).
Reply with photos of the unit/thermostat + your address
and we'll text you the fastest time we can get there.

You reached {{company}}.
Quickest path: text photos of your HVAC system, a short description
(no heat / no cool / noise), and your address.
You can also preview monthly payments here: {{financing_link}}

Pro tip: put the ask (photos + address) right after the apology. It turns a missed call into a photo-based lead you can quote from.

2. HVAC estimate & quote follow-up SMS

Use after sending a repair or replacement quote from the truck or office.

Hi {{first_name}} — this is {{tech_name}} from {{company}}.
I just sent your HVAC estimate by email.
Text here with any questions or changes you want to see.

Hi {{first_name}}, it's {{company}}.
Did you get our estimate for your {{system_type}}?
You can also see monthly payment options here: {{financing_link}}

Just checking in on your HVAC estimate, {{first_name}}.
Want to see a "good / better / best" option set?
Reply YES and we'll send updated options with payments.

Mentioning financing and “good/better/best” gives homeowners a way to say yes without asking for a discount.

3. HVAC maintenance & tune-up reminder SMS

Use these HVAC SMS templates for pre-season tune-ups and membership renewals.

Hi {{first_name}} — {{company}} here.
It's time for your seasonal HVAC tune-up.
We have openings {{slot_1}} or {{slot_2}}.
Reply with the time that works best.

Reminder from {{company}}:
Annual maintenance keeps your system efficient and under warranty.
Want us to book your tune-up this week?
Reply with PREFERRED DAY (Mon–Sat).

Hi {{first_name}}, your maintenance plan with {{company}} is coming up for renewal.
It includes 2 tune-ups/year + priority service.
Keep it active for {{price}}/mo? Reply YES and we'll confirm.

Keep maintenance messages short and specific. Always include 1–2 suggested time windows.

4. Emergency “no heat / no cool” SMS scripts

When the phone blows up at 5pm on the first hot or cold day, these save you.

Hi {{first_name}} — {{company}} HVAC.
Sorry you're dealing with {{issue_type}}.
Text photos of your thermostat + unit label and your address.
We'll reply with the fastest arrival window we can offer.

We're currently on jobs but want to help with your {{issue_type}}.
Quick questions:
1) System working at all? (Y/N)
2) Gas or electric?
3) City?
Reply with answers + photos and we'll triage next steps.

If repair today isn't possible, we can usually get you
temporary heat/cooling and priority scheduling tomorrow.
Want that option? Reply TEMP and we'll send details.

Triage scripts keep expectations clear and help your techs arrive with the right parts.

5. HVAC review-request SMS templates

Send after install or repair, same-day if possible.

Thanks again for choosing {{company}}, {{first_name}}!
If we earned 5 stars today, a quick review helps a ton:
{{review_link}}

We appreciate you, {{first_name}}.
Here's a 10-sec review link for your recent HVAC visit:
{{review_link}}
If anything wasn't perfect, reply here and we'll fix it.

Hi {{first_name}} — {{tech_name}} with {{company}}.
If you'd recommend us to a neighbor, would you mind leaving a quick review?
{{review_link}}

Tie reviews to the tech’s name when you can. It increases response rate and keeps your team invested.

6. HVAC SMS best practices (so you stay compliant)

For a general overview of US rules, see the FCC’s guidance on robotexts and telemarketing: FCC consumer guide. This isn’t legal advice; when in doubt, talk to your counsel or compliance partner.

7. How to use these HVAC SMS templates in BuildFolio