AI For Contractors: How To Use It & How To Talk To It
AI is like a very fast helper who follows directions. If your directions are clear, it does a great job. If your directions are fuzzy, it guesses.
Think of prompting (what you type to AI) like writing a work order:
Tell who it should be (role).
Tell what you want (task).
Tell what it should look like when finished (format).
Tell how it should sound (tone).
Give materials (your notes, numbers, photos, deadlines).
The RAFT Method (Easy Formula)
Remember R-A-F-T:
R – Role: Who should AI act like?
A – Action: What job do you want done?
F – Format: How should the result look?
T – Tone: How should it sound?
Template: “Act as a [Role]. [Action]. Return it as a [Format] in a [Tone] tone. Use this info: [paste notes].”
Example (Proposal)
Act as a residential remodeling estimator. Draft a one-page kitchen remodel proposal with scope, timeline, allowances, exclusions. Friendly, plain-English tone. Use these notes: [paste bullet notes, sizes, materials].
Golden Rules (Like Jobsite Safety, But For Prompts)
One job at a time.
✅ “Write a change order explaining the tile upgrade.”
❌ “Also write three ads, fix my logo, and plan my week.”
Give the measurements.
✅ “Bathroom is 8x10. Tile is 12x24. Budget is $9k.”
❌ “It’s a normal bathroom.”
Show your style with a mini example.
“Here’s how I talk to clients: short, friendly, no jargon. Example: ‘We’ll cover your floors each day and clean before we leave.’ Please copy this style.”
Ask for a format you can copy.
“Return the checklist as numbered steps with checkboxes.”
“Give me a table with columns: Task | Owner | Due Date.”
Tell it who it’s for.
Homeowner vs GC vs vendor → the wording changes.
Set limits.
“Keep under 200 words.” / “Use 5 bullets max.” / “Grade 6 reading level.”
Iterate like you would on a punch list.
“Rewrite #3 shorter.” → “Add a friendly CTA.” → “Fix spelling.”
Copy-Paste Prompt Cards (Fill-In-The-Blank)
A) Proposal From Notes
“Act as a residential contractor. Write a one-page proposal for [project]. Include scope, timeline, allowances, exclusions, payment schedule. Tone: friendly and clear. Use these notes: [paste bullet notes]. Limit: under 300 words.”
B) Change Order
“Act as a PM. Create a one-page change order for [change]. Include reason, cost impact, schedule impact, client approval line. Tone: professional. Info: [paste before/after scope].”
C) Client Update (Delay or Progress)
“Act as my office manager. Write a client update email explaining [issue/progress]. Include what happened, new plan, two options, and next step. Tone: calm and helpful. Limit: 6 short bullets.”
D) SOP / Checklist
“Act as a site super. Turn these notes into a step-by-step SOP and a field checklist with checkboxes. Topic: [task]. Keep it simple. Notes: [paste].”
E) Review Response
“Act as an owner replying to a review. Write 120–160 words, thank them, mention [specific detail], and invite them to reach out if they need anything. Tone: warm and professional. Review: [paste review].”
F) Hiring Post
“Act as our HR lead. Write a job post for a [role]. Include 5 bullets for Responsibilities, 5 bullets for Requirements, and a short paragraph about safety and growth. Tone: friendly and serious about safety.”
G) Invoice Reminders
“Act as accounts receivable. Write three payment reminders: Day-7 friendly, Day-14 firmer, Day-30 final notice (still respectful). Each 80–120 words. Invoice info: [paste].”
Mini Lessons (For Total Beginners)
Lesson 1: Give It Materials
Bad: “Make me a proposal.”
Good: “Make me a proposal using these notes: [bullet list].”
Try it: Paste 5–10 bullets from a real site walk.
Lesson 2: Ask For a Shape (Format)
Bad: “Summarize.”
Good: “Summarize into 5 bullets: What we did, What’s next, What we need from client.”
Try it: Paste yesterday’s crew text chain. Ask for 5 bullets.
Lesson 3: Use RAFT Every Time
Role: estimator? super? owner?
Action: proposal? change order? update?
Format: one page? bullets? table?
Tone: friendly? firm? plain English?
Try it: Build a prompt with RAFT for a real task today.
“Fix My Prompt” Guide (Common Problems & Easy Repairs)
When AI’s answer isn’t great, it’s usually the prompt. Use these quick fixes.
1) Too Vague
What you’ll see: Generic, unhelpful output.
Quick fix: Add specifics—sizes, materials, budget range, location, crew size, dates.
Copy-paste fix line:
“Add these specifics and rewrite: [room size], [materials], [budget], [city], [start date], [crew size].”
2) Too Long
What you’ll see: Wall of text you’ll never send.
Quick fix: Set limits and structure.
Copy-paste fix line:
“Rewrite under 200 words as 5 short bullets with clear headings.”
3) Wrong Tone
What you’ll see: Stiff, salesy, or not “you.”
Quick fix: Provide a style sample or describe your voice.
Copy-paste fix line:
“Match this tone: short, friendly, plain English. Example sentence: ‘We’ll cover your floors daily and clean before we leave.’ Rewrite to match.”
4) Missing Sections
What you’ll see: It skips timeline, exclusions, or allowances.
Quick fix: Tell it exactly which sections you need.
Copy-paste fix line:
“Add these missing sections: Timeline (2 weeks), Allowances (tile, fixtures), Exclusions (permits, painting). Return as labeled bullets.”
5) Bad Assumptions / Inaccuracies
What you’ll see: Wrong materials, wrong sizes, made-up details.
Quick fix: Paste the correct facts and tell it to use only those.
Copy-paste fix line:
“Use ONLY these specs and rewrite: [correct specs]. Remove any assumptions not listed.”
6) Unclear Structure
What you’ll see: Rambly paragraphs, hard to skim.
Quick fix: Request a specific format (bullets, checklist, table).
Copy-paste fix line:
“Restructure as a checklist with checkboxes and a notes column.”
7) Tries to Do Too Much
What you’ll see: Half-done answers for several different tasks.
Quick fix: One job per prompt.
Copy-paste fix line:
“Focus only on this task: [single task]. Ignore everything else.”
8) Not For the Right Audience
What you’ll see: Wording that doesn’t fit homeowner/GC/vendor/inspector.
Quick fix: Name the audience and reading level.
Copy-paste fix line:
“Rewrite for a homeowner at a 6th-grade reading level—friendly and reassuring.”
One-Shot Repair Prompt (Paste This Under Any Bad Output)
“Fix the draft above using these rules:
Keep under 200 words.
Use 5 labeled bullets: Scope, Timeline, Allowances, Exclusions, Next Steps.
Tone: friendly, plain English (no jargon).
Audience: homeowner.
Use ONLY these facts: [paste correct specs].”
RAFT Reminder (to Prevent Problems Next Time)
Role: who to be (estimator/site super/owner)
Action: the single job (proposal/change order/update)
Format: bullets/checklist/table/one page
Tone: friendly/firm/plain English + audience
Use this section as your quick reference when an AI answer misses the mark.
Real-World Examples (Before → After)
Before (weak):
“Write a bathroom proposal.”
After (strong):
“Act as a residential estimator. Write a one-page bathroom remodel proposal with scope, timeline, allowances, exclusions. Tone: friendly, plain English. Info: 8x10 bath, new 12x24 porcelain tile, replace tub with 48” shower kit + glass, new vanity 36”, budget target $9k–$12k, client wants mid-gray grout, start next month.”
Before (weak):
“Make a checklist for punch.”
After (strong):
“Act as a site super. Create a final walkthrough checklist for a kitchen remodel with pass/fail boxes and notes column. Cover: cabinets, doors/drawers, countertops/caulk, backsplash grout haze, appliance install, GFCI test, lighting, paint touch-ups, floor protection removal, haul-off.”
Speed Tricks (Save Time Every Week)
Save your best prompts in Notes or a Google Doc. Use them again.
Use bullet notes → AI → final polish. Don’t overtype—paste messy notes.
Ask for 2–3 options and pick the best.
Set word limits so you get short, useful results.
Tell it your audience (homeowner, GC, inspector) every time.
Simple “Do & Don’t” List
Do
Give sizes, materials, dates, budget ranges.
Ask for a clear format (bullets, table, 1-page).
Paste a short style sample to match your voice.
Check the work (like you measure twice).
Don’t
Ask for five different jobs in one prompt.
Hide key info and expect a perfect result.
Copy/paste without reading. You sign it—own it.
10-Minute Daily Drill (Practice Plan)
Pick one task you already do (proposal, change order, update).
Paste real notes from today.
Use RAFT to write the prompt.
Scan the result: fix tone, add missing parts, set word limit.
Save the final in your template folder (proposal, CO, update).
Do this for a week and you’ll have a starter library your whole team can use.
Quick Reference (Print This)
RAFT: Role • Action • Format • Tone
Add materials: sizes, products, dates, budget, city
Limit length: “Under 200 words,” “5 bullets,” “one page”
Audience: homeowner / GC / vendor / inspector
Iterate: “Rewrite #3 shorter,” “Add exclusions,” “Make it friendlier”
Final Word
Clear prompts save time like a good checklist: fewer mistakes, faster answers, happier clients. Treat your prompt like a work order—who, what, format, tone, plus the materials—and AI will do the heavy lifting so you can focus on the build.
Tired of losing jobs to competitors who “just look more legit” online?
We’ve got you. Our website templates are made to help you stand out, look professional, and start booking the clients you actually want.
You don’t need to be tech-savvy or super creative, just pick a template, plug in your content, and launch with confidence.
