Draft a polite holding reply to an installer or coordinator who asks a question about a job, with no site facts in it

The problem

Retrofit coordinators and installers ask assessors follow-up questions about jobs they have done. What you saw on site and what you recorded are your own professional record, and an answer sent from memory or from a chat tool can get a fact wrong. A holding reply that confirms receipt, asks for the question in writing with the job reference and says you will answer from your own records by a date you choose gives you time to look at your own file and keeps a written trail. The AI only wraps your lines in a short, polite email. It is never given the question, the job or any site detail, and the answer itself is written by you from your own records.

What AI does

AI drafts a polite holding reply to an installer or coordinator, built only from your standard line on handling queries and your reply-by date. No site facts or query details go into the AI tool, and you write the actual answer yourself (England).

Time

The steps, in short

1. Write your standard line on how you deal with queries.
2. Record the question and its date in your job file, without pasting it into AI.
3. Have AI draft a holding reply from your standard line and date.
4. Add names and references yourself, send it, then answer from your own job file.

A short sample prompt

I assess homes for energy certificates in England. Using only my standard line and reply date below, draft a brief, polite holding reply that confirms I have the query. Include no facts about any property. Line: [paste] Date: [date]