Draft your quote and instruction confirmation for a domestic energy assessment or retrofit assessment, from your own price, scope and access notes

In two 2025 LinkedIn threads, commenters who describe themselves as assessors say they are being offered work at low fees, so a clear quote that states what the fee covers, what access is needed and what the customer should have ready can save repeat calls on the day. The Elmhurst code lists things to discuss with the occupier, such as access and what photographs will be taken and why. AI can set your own price, scope and access notes out in a short, polite confirmation. It never describes how the assessment is done, never promises a result or a rating, and never offers a remote or desktop assessment, because retrofit scheme rules say all Retrofit Assessments must be completed via a site visit, with listed exceptions.

An AI chat tool you already use, then your own email (no customer name, address or enquiry text goes into the AI tool; add them by hand)

Steps

1. Write, once, your own standard lines: what the fee covers (written by you), what you need on the day (for example access to the loft and any gas or electrical meters, typed as a short list you choose), what the customer should have ready if they have it (a list you choose), your cancellation and payment terms, and how the customer receives the certificate or report.
2. For each enquiry, note in your own words, without names or addresses, the type of job (domestic EPC or retrofit assessment), your fee, and any special access issue. Do not paste the customer’s enquiry into the AI tool.
3. Paste your standard lines, the job type and the fee into the prompt. The AI returns a confirmation email of no more than 200 words with the fee, what it covers, what you need on the day and the payment terms, with blanks for the name, address and date.
4. Add the customer’s name, the property address and the visit date by hand. Check that the email makes no promise about the result and offers no remote assessment unless your scheme’s rules allow it.
5. Send it from your own email and diary the visit and a payment reminder date. If the customer asks about anything to do with how the assessment will be carried out, answer in your own words.

The exact prompt

I am a domestic energy assessor in England. Below are my own standard lines, the job type and my fee.

Task: draft a confirmation email of no more than 200 words in plain English, polite and direct, to [OCCUPIER]. It must: (1) confirm the job type and the visit date [DATE]; (2) state the fee exactly as I give it and what it covers, using my wording; (3) list what I need on the day, using my list; (4) list what they should have ready if they have it, using my list; (5) give my payment and cancellation terms exactly as I wrote them; (6) say how they will receive the certificate or report, using my line; (7) end with [SIGN-OFF]. Do not describe how the assessment is done, do not promise any result, rating or timescale for lodging, do not offer a remote or desktop assessment, do not mention photographs except in the lines I give you, and do not mention any scheme or standard.

RULES FOR THIS CHAT: I will give you only my own text, headings, dates and figures that I have typed in. I have not included, and will not include, any occupier or customer name, address, email or phone number, any property address, photograph, floor plan, site note, measurement, evidence file, certificate or report, any EPC or retrofit assessment data, any scheme login, password or lodgement detail, or any other personal or confidential information. Use the blanks [OCCUPIER], [CLIENT], [PROPERTY] and [JOB REF] only. Do not ask for them and do not invent any. You have no part in any assessment: do not carry out, check, correct or comment on any survey, RdSAP or SAP data, calculation, condition or ventilation finding, evidence, floor plan or rating, do not say whether any evidence is enough, and do not complete, word or comment on any declaration or lodgement. Do not say what any scheme, regulator or standard requires. Do not do arithmetic or count dates: copy every figure and date exactly as I typed it, and leave totals for me. Where a fact, date or decision is needed, leave the field blank or write [ASSESSOR TO COMPLETE]. Everything you write is a blank layout or a draft that I will read, complete and approve myself.

JOB TYPE: [DOMESTIC EPC / RETROFIT ASSESSMENT]
FEE: [AMOUNT]
MY STANDARD LINES: [PASTE]