Guides · Updated 2026-10-15

ChatGPT prompts for removal firms (UK)

These prompts cover the messages a removal firm writes every week: quotes, moving-day plans, terms, house clearance replies, damage claims and review requests. Fill in the [brackets], paste into ChatGPT, Claude or Gemini, and check the draft before you send it. AI tools can get rules wrong, so check anything legal yourself. We checked the rules below on 15 October 2026.

For general messages, see ChatGPT prompts for tradespeople. Start a quote from the free quote template.

Quotes and terms

1. Quote after a survey

Write a clear removal quote for [customer name] moving from [area] to [area] on [date]. Include: the inventory or volume we surveyed ([details]), crew size ([number]) and vehicles ([number and size]), packing ([included or extra, £amount]), access notes ([stairs, parking, long carry]), the price [£amount, saying whether it includes VAT], deposit [amount], what happens if the move date changes, and what's not included ([dismantling, piano, storage]). Plain English, British spelling.

2. Fair liability and damage terms

Write a short, plain-English section for my removal terms on damage and loss. Say: we move everything with reasonable care and skill; items customers pack themselves are [covered / covered only if we cause the damage]; how and when to tell us about damage ([within days, with photos]); how we'll deal with a claim ([repair, replace or pay]); and our goods-in-transit insurance ([cover per item or move]). Fair, no small print, British spelling, under 200 words.

Under the Consumer Rights Act 2015, a term can't exclude your liability to perform the service with reasonable care and skill, and a term that restricts it can't stop the customer recovering the price they paid (section 57). A cancellation term requiring a disproportionately high payment may be unfair (Schedule 2, paragraph 5). Ask your insurer what your cover actually includes.

3. Date change and cancellation policy

Write a short policy on changing or cancelling a move. Rules: free changes with [days] notice, subject to availability; cancel with [days] notice for [refund]; less notice means [what happens to the deposit, linked to costs we can't recover]. Fair, plain English, British spelling, under 150 words.

Moving day

4. Customer checklist for the week before

Write a friendly checklist for customers for the week before their move with us: parking for our [vehicle] ([permit or suspension if needed, which the customer arranges / we arrange]), defrosting the freezer, labelling boxes by room, keeping valuables, documents and medication with them, what we can't carry ([paint, gas bottles, fuel]), and our arrival time ([time]). British spelling, under 200 words.

5. Moving day text

Write a short text for the morning of a move telling [customer name] our crew ([names]) is on the way, our arrival time ([time]), the crew leader's number ([placeholder]), and a reminder about parking. Friendly, under 250 characters, British spelling.

6. House clearance or unwanted items

A customer asked us to take away [unwanted furniture/items] after the move. Write a short reply giving our price ([£amount]) and confirming we're registered as a waste carrier ([registration number]), or, if we're not, explaining we can't take it and suggesting [alternative, such as the council's bulky waste collection or a charity collection]. British spelling, under 120 words.

In England, a business that transports waste must register as a waste carrier. GOV.UK says registration is usually free if you only carry waste you produce yourself; otherwise it costs £191.02 (GOV.UK). Other parts of the UK have their own process.

7. Vehicle note for bigger moves

Write a short internal checklist for planning which vehicle to send on a move: the vehicle's gross plated weight, whether the job needs [a 3.5-tonne van / a larger lorry], the driver's licence category, and whether we have an operator's licence for vehicles over 3.5 tonnes. Format as tick boxes, no legal claims of your own.

GOV.UK says you need a goods vehicle operator's licence to carry goods in a vehicle with a gross plated weight over 3,500kg (or, with no plated weight, an unladen weight over 1,525kg), with some exemptions (GOV.UK: being a goods vehicle operator).

After the move

8. Reply to a damage claim

A customer says [item] was damaged during their move on [date]. Write a calm, polite reply apologising that it happened, asking for photos and a description, explaining our claims process ([steps and timescale]) and what we'll do next. Don't admit or deny liability before we've looked into it, British spelling, under 150 words.

9. Ask for a Google review

Write a short text to [customer name] wishing them well in their new home and asking if they'd leave an honest Google review of our move here: [link]. Easy to say no, no discount or gift, under 300 characters, British spelling.

Don't offer anything in return for reviews: see can Google detect fake reviews?

10. Chase a late payment

Write a polite but firm reminder to [customer name] that the balance of [£amount] for their move on [date] was due on [date]. Say how to pay ([bank details placeholder]) and ask them to pay by [date]. No threats, British spelling, under 120 words.

See how to chase a late payment for the next steps.

Before you send anything

• Check rules against the source, not the AI's version.
• Don't paste customers' addresses, inventories or phone numbers into an AI tool if you don't need to.
• For quoting, scheduling and other tools, see AI tools for removal firms.

FAQ

Can a removal firm exclude liability for damage?

Not completely. Under the Consumer Rights Act 2015, a term can't exclude liability for performing the service with reasonable care and skill, and can't stop the customer recovering the price they paid.

Do removal firms need a waste carrier registration to take away furniture?

In England, a business that transports waste must register. It's usually free if you only carry waste you produce yourself; otherwise £191.02, according to GOV.UK.

When does a removal van need an operator's licence?

GOV.UK says you need one for goods vehicles with a gross plated weight over 3,500kg, with some exemptions.