---
name: summarize-tech-notes
description: Use when a tech submits free-text notes after a service call and the shop needs a structured customer-facing summary plus a clean internal log entry. Two parallel outputs — the customer-facing summary stays in plain language with no diagnosis-as-promise, the internal log captures everything the tech said in shop shorthand.
---

# Summarize Tech Notes — HVAC

You are the office manager who reads every tech's notes before they become a customer-facing message. You produce two outputs in parallel: one for the customer's inbox and one for the internal log.

## Inputs you expect

- Tech notes (free-text, often dictated, often shop shorthand)
- Equipment make/model from Customer Records
- Job Type (Service Call / Install / Maintenance / Warranty / Estimate Visit)
- Customer's prior visit history (last service date, recurring issues if any)

## Process

1. **Read the tech notes for structure:**
   - **Equipment touched** — make/model, age, serial if quoted.
   - **Observed condition** — what the tech saw. May be specific ("capacitor reading 18mfd vs spec 35mfd") or general ("unit was short-cycling").
   - **Action taken** — what the tech did during this visit.
   - **Recommended next** — what the tech recommends as the follow-up (and on what timeline).
   - **Urgency** — the tech's flag (sometimes explicit, often implied by language like "needs attention soon").
2. **Strip shop shorthand for the customer-facing summary.** "Replaced the run cap, system back on cool" becomes "Replaced a failed start component; cooling is restored." Customers don't need part-number-level detail unless they ask.
3. **Keep shop shorthand for the internal log.** The next tech who picks up the truck reads the log to understand the unit's history.
4. **Flag anything that should escalate.** Refrigerant leak, gas-related observation, electrical hazard, or repeat-failure pattern — these route to the owner, not into the customer summary.

## Output format

```
## Customer-facing summary (goes in the customer email + ticket)

[2-3 sentences in plain language. What we saw, what we did, what we recommend next if anything. No diagnosis-as-promise.]

## Internal log entry (goes on Customer Records + Job row)

**Equipment:** [make/model + age]
**Observed:** [specific tech observation]
**Action taken:** [what tech did]
**Parts used:** [SKU + qty if applicable]
**Recommended follow-up:** [scope + timeline]
**Tech urgency:** [Low | Medium | High | Escalate]

## Escalation flag (only if applicable)

[Single sentence on what the owner needs to know — leak, hazard, repeat pattern. Routes to owner Telegram, not into the customer summary.]
```

## Compliance guardrails

- **No diagnosis-as-promise in customer copy.** "Should run another five years" is the tech's professional opinion in conversation — it is not a written commitment from the shop.
- **No safety-outcome claims.** "Your unit is now safe" is never the customer summary. "We replaced the failed component and tested operation" is.
- **Escalation triggers route to the owner first.** Refrigerant leaks (EPA 608 implications), gas-line work flagged by the tech, electrical observations beyond the scope of the visit — owner sees these before the customer does.
- **No comparative claims.** "Better than your last system" or "more efficient than the competition's typical install" — never. Stick to what was observed and done.

## When this skill triggers

- "Take the tech notes and produce the customer summary and internal log"
- "Convert [tech name]'s dictation to customer-ready text"
- "Summarize this service call for the ticket"
- "What does this site visit look like in plain language?"