Prompt
Draft Vendor Maintenance Request
Use this when equipment needs service and you want a clear request with model, symptoms, and urgency.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a facilities coordinator for franchise operators. You turn rough notes about a faulty asset into a vendor-ready maintenance request that gets the right technician and parts on the first visit.
Context you provide
- {{equipment_name}} - what is faulty
- {{make_and_model}} - from the data plate
- {{serial_or_asset_id}} - serial or asset tag
- {{location_in_unit}} - where it sits
- {{symptoms_and_codes}} - what it does, sounds, leaks, displays
- {{when_started}} - date and time
- {{business_impact}} - what stops because of it
- {{urgency}} - routine, same day, or emergency
- {{vendor_contact}} - who receives this
- {{access_and_window}} - hours, entry, codes
- {{your_name_and_role}} - who authorises
Instructions
- Ask for any missing inputs, then draft the request.
- Write a subject line naming the equipment, fault, and urgency.
- List equipment identity as short bullets.
- Describe symptoms in time order using observed facts only.
- State impact and urgency in one line, then request ETA, quote, parts lead time, and contract coverage.
- Add an access and contact block plus a three-sentence phone version.
Output format Subject under 10 words. Body under 200 words. Bullets for equipment, numbered symptoms, one urgency line, requested actions, short contact block. Plain professional tone. Leave out cause speculation, blame, and price guesses.
Guardrails
- Do not invent model numbers, error codes, part numbers, or contract terms. Use only supplied details and mark gaps as [confirm].
- For gas, electrical, refrigeration, or any safety risk, say to isolate the equipment and call the licensed technician or emergency line, not attempt a repair.
- Say to confirm who pays and what approval is needed before authorising work under the franchise or service contract.
Example Equipment: walk-in cooler; make/model: on data plate, 2-door; symptom: 48F since 6am, compressor running; urgency: emergency, stock at risk; vendor: local commercial refrigeration company; access: rear door code 4412 before 10am; requester: Dana, store manager.