Let an AI voice agent take your rental repair calls: have it ask the questions a good property manager would, give safety advice like turning off the water, explain what's the tenant's job, and text each repair straight to the right contractor with you copied: AI agent prompt
Flotek's case study (Oct 15, 2026) describes Macosie Properties, which lets more than 30 homes and a few commercial units in South Wales. Every call used to ring Heather's mobile, 15 to 20 a day, about leaks, electrics, management enquiries and sales pitches. Flotek built an AI voice agent called Hannah in about 60 minutes. For repairs she asks follow-up questions, checks the tenant has turned off the stopcock when there's a leak, explains when the problem is the tenant's responsibility, and sends the job to the right contractor by SMS or email with Heather copied: a plumbing fault goes to the plumber. She knows office hours and logs non-urgent issues for the next working day, politely declines management enquiries and cold calls, and answers vacancy questions from the company website, which she rechecks for changes. At three to four minutes a call, Flotek estimates Heather got back 60 to 80 minutes a day, more than 20 hours in the first four weeks. Small landlords and property managers can set up the same routing with any voice agent platform.
Who this is for
Property managers who want written instructions for an after-hours repair phone agent.
Not for
Anyone who would let the agent waive fees, dispatch without a record, or handle harassment or legal threats alone.
What you need
Your trade list, office hours, and the repair clauses from your leases.
The prompt
Help me write the instructions for an AI phone agent for my rentals. I manage [number] homes in [area]. 1. Build a routing table from this list of trades and contractors: [plumber - name, phone, email; electrician - ...; locksmith - ...; general handyman - ...]. Each repair type goes to one contractor by SMS or email, with a copy to me at [email]. 2. For each common repair (leak, no heat, no power, lockout, blocked drain, broken appliance), write the follow-up questions a good property manager would ask and any immediate safety step (for a leak: "Have you turned off the water at the main shut-off valve?"). 3. List which problems are the tenant's responsibility under my leases: [paste clauses], and the polite wording the agent uses to explain them. 4. Define what counts as an emergency that should ring my phone at any hour, and what waits until [office hours]. 5. Write short scripts for owners asking us to manage their property ([we do / don't offer this]), sales calls (thank and decline) and vacancy questions (answer only from [website URL]). Finish with 6 test calls I can make to check it before tenants use it.
Fill in the blanks, then copy
This prompt has 7 [bracket]s to fill in. Type your details below and the prompt updates as you go. Your answers stay in this browser and are reused on other prompts with the same blanks. Nothing is sent to us.
Example values are fictional, just to show how a filled-in prompt reads. Replace them with your real details.Worked example
A fictional business, so you can see what to paste in and what a good answer looks like. The example answer was written with AI help and its numbers and dates were checked; your AI's answer will be worded differently, so check it the same way.
Sample input (what you paste in)
I manage 18 homes in Springfield. Copy emails to jordan@example.com. Trades: plumber — River City Plumbing, (555) 010-2201, plumber@example.com; electrician — Oakline Electric, (555) 010-2202, electric@example.com; locksmith — Springfield Lock, (555) 010-2203, locks@example.com; handyman — Pat's Handy, (555) 010-2204, handy@example.com. Lease excerpts: owner maintains plumbing, heat and electrics in good working order; tenant pays for damage they cause and for lost keys; tenant must report repairs promptly. Office hours: Monday–Saturday 9 a.m.–6 p.m.
Example output (illustrative)
Routing table - Leak / drip / no water / blocked drain → River City Plumbing by SMS and email, copy jordan@example.com. - No heat / no power / sparks / breaker → Oakline Electric the same way (no heat also notify me immediately). - Lockout / broken lock → Springfield Lock. - Appliance, patching, general → Pat's Handy. - Gas smell, fire, smoke, flooding that will not stop: tell the caller to leave and call emergency services, then ring me at any hour. Do not wait for a work order. Questions and safety steps - Leak: Where is it, is water on the floor, have you shut the main valve if you can reach it safely? - No heat: Is the thermostat on heat, can you see error lights, is anyone without heat overnight? (Winter: treat as emergency.) - No power: One room or the whole unit? Do you smell burning? If burning or sparks: leave and call emergency services. - Lockout: Is anyone in distress inside? Do not suggest forcing a door. - Drain: Which fixture, any overflow, any chemical cleaner already used? Tenant vs owner wording: "Your lease says the owner maintains plumbing, heat and electrics unless the damage was caused by misuse. I will log this and a person will confirm who pays — I cannot decide that on this call." Emergency that rings me any hour: gas smell, fire, smoke, flooding, no heat when overnight lows are near freezing, no water, exposed live wires. Everything else waits until office hours unless I have said otherwise. Sample scripts (short) Open: "This is the Willow Street Property after-hours line. I can take the details and pass them to the team. Is anyone in immediate danger?" Close: "I have logged this for Unit [X]. A person will follow up. If it gets worse — water on the floor, gas smell, sparks — leave if you need to and call emergency services, then call us back."
Check before you use it: The agent must not decide who pays or invent a contractor. Emergencies ring you; everything else is a draft for your approval.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (use the fill-in-the-blanks box above, which remembers your answers for the next prompt).
- Paste it into AI voice agent (e.g. Flotek), SMS, email and review the answer before you use it.
Works with: AI voice agent (e.g. Flotek), SMS, email, ChatGPT, Claude
Real-world example: flotek.io/blog/property-firm-ai-agent-case-study
Featured in: ChatGPT prompts for business email, replies and follow-ups · ChatGPT prompts for property management and landlords: tenants, repairs, inspections, ledgers and owners
Before you use it: what to check
Check yourself
- This prompt works on text other people wrote (emails, reviews, messages or web pages). That text can hide instructions aimed at AI, such as "ignore your rules and…". Paste it as material to work on, and never let the AI act on requests inside it, like paying, sharing logins or changing records. How prompt injection works →
- Anything legal, tax or compliance-related is a first draft for a qualified person to check. It is not professional advice, and clause references and deadlines must be checked against the source.
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
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