Writing Responses That Win Jobs
You've got your AI tools set up. You understand how lead platforms work. Your profile is looking sharp. Now it's time for the skill that will directly put more money in your pocket: writing responses that win jobs.
This isn't about writing essays. It's about crafting focused, professional messages that make homeowners think "This is the one" — and doing it in under 2 minutes with AI.
The anatomy of a winning lead response
After analyzing thousands of successful responses across RatedPeople, Thumbtack, hipages, and other platforms, a clear pattern emerges. Winning responses almost always contain these five elements:
1. Personal greeting — Use the homeowner's name if the platform provides it. "Hi Sarah" beats "Hello" which beats "Hi there" which destroys "To whom it may concern."
2. Acknowledge their specific job — Reference exactly what they asked for. Not "I can help with your plumbing job" but "I can definitely help with the blocked drain in your downstairs bathroom." This proves you've actually read their description.
3. Show relevant expertise — One or two sentences that demonstrate you know what you're talking about. "Blocked drains in older properties often come down to root ingress or a collapsed section — I'll bring a CCTV camera to diagnose it properly before we discuss options."
4. Ask a smart question — This is the secret weapon. Asking a relevant question does two things: it shows expertise and it starts a conversation. Once a homeowner replies to your question, you're already ahead of every tradesperson who just sent a quote.
5. Clear next step — Tell them exactly what happens next. "I'm free to come take a look on Thursday or Friday morning — which works better for you?" is infinitely better than "Let me know."
The speed + quality formula
Here's the formula that wins on every platform:
Speed without quality = wasted lead credit. Being first to respond with "I can do this, give me a call" doesn't win jobs. Homeowners see through low-effort messages.
Quality without speed = too late. Crafting the perfect response at 9pm when the lead came through at 2pm means the homeowner has already engaged with someone else.
Speed + quality = winning formula. A personalized, professional, relevant response sent within 15-30 minutes of the lead coming through. That's the sweet spot.
And that's exactly what AI enables. You're not choosing between fast or good. You get both.
The workflow is simple: Lead notification arrives → Paste the job description into ChatGPT → AI generates a personalized response → You tweak it for 30 seconds → Send. Total time: 2 minutes.
AI prompt templates for different job types
Here are three ready-to-use prompts for common lead types. Copy these into ChatGPT or Claude and customize them with your details:
For emergency/urgent jobs (burst pipes, power outages, roof leaks):
"A homeowner has posted an urgent job on [platform]: [paste job description]. I'm a [your trade] with [X] years experience, [qualifications], and I'm fully insured. Write a response that: 1) Acknowledges the urgency, 2) Confirms I can respond quickly, 3) Asks one relevant diagnostic question, 4) Mentions my credentials briefly, 5) Gives a specific timeframe for when I can attend. Keep it under 100 words, professional but reassuring."
For planned projects (renovations, installations, new builds):
"A homeowner has posted a planned project on [platform]: [paste job description]. I'm a [your trade] with [X] years experience, [qualifications], and I'm fully insured. Write a response that: 1) Shows I've understood their project, 2) Mentions similar work I've done, 3) Asks 1-2 questions to understand the scope better, 4) Suggests a time to visit and discuss in person, 5) Mentions my credentials. Keep it under 120 words, professional and knowledgeable."
For small jobs (repairs, callouts, quick fixes):
"A homeowner has posted a small job on [platform]: [paste job description]. I'm a [your trade] with [X] years experience, [qualifications], and I'm fully insured. Write a response that: 1) Confirms I can handle this, 2) Gives a rough idea of what's involved, 3) Asks one question if needed, 4) Suggests availability, 5) Keeps it brief and friendly. Keep it under 80 words."
Personalizing AI responses — the 30-second tweak
AI gives you a strong starting point, but the best tradespeople add a quick personal touch before hitting send. Here's what to check in 30 seconds:
Check the tone — Does it sound like you? If you're naturally casual and friendly, soften any stiff language. If you're more formal, tighten it up. The response should feel like it came from a real person, because it did — you just had help drafting it.
Add local knowledge — AI doesn't know that the Victorian terraces in that street all have the same layout, or that parking is a nightmare in that postcode, or that the council in that area is slow with permits. Drop in one local detail and you instantly sound more credible.
Verify the facts — Make sure the AI hasn't added qualifications you don't have or services you don't offer. Always scan for accuracy before sending.
Adjust the question — The AI's question might be good, but if you know something specific about that type of job in that area, swap in a better one. Your trade knowledge is always more valuable than AI's generic questions.