Skip to content

Missed-call texts for HVAC companies.Written for HVAC companies.

What a good one does

Updated

An HVAC missed-call text has to work in a heatwave and a cold snap, when callers may try several companies at once. Reply within a minute, ask the one question that tells you how urgent it is, such as no cooling or no heat, and give a call-back time you can keep. Send one message with a STOP line, then wait for their reply.

9 templates.Copy, then make them yours.

Words in [brackets] are placeholders. Keep the STOP line on every text.

  1. 01

    Summer: the AC isn't cooling

    Text · 159 characters, 1 text

    Hi, it's [Business]. Sorry we missed you. Is your AC not cooling at all, or just weaker than usual? Reply and we'll call back by [time]. Reply STOP to opt out.

  2. 02

    Winter: the caller may have no heat

    Text · 172 characters, 2 texts

    Hi, it's [Business]. We missed your call. If you have no heat, reply NO HEAT and our on-call tech will ring you back. Otherwise we'll call by [time]. Reply STOP to opt out.

  3. 03

    Any season, as a safety line

    Text · 172 characters, 2 texts

    Hi, it's [Business]. If you smell gas, leave the house and call your gas company or 911 first. For anything else, reply here and we'll call you back. Reply STOP to opt out.

    Keep safety advice short and point to the gas company or 911. Don't diagnose by text.

  4. 04

    The caller may be on your maintenance plan

    Text · 165 characters, 2 texts

    Hi, [Business] here. We missed your call. If you're on our maintenance plan, reply with your name and address and we'll check your next visit. Reply STOP to opt out.

  5. 05

    Spring and fall tune-up season

    Text · 157 characters, 1 text

    Hi, it's [Business]. Sorry we missed you. Calling about a tune-up? Reply with two times that suit you this week and we'll confirm one. Reply STOP to opt out.

  6. 06

    The caller wants a new system

    Text · 187 characters, 2 texts

    Hi, [Business] here. If you're calling about replacing your system, reply with its age if you know it and a photo of the outdoor unit's label. We'll call by [time]. Reply STOP to opt out.

  7. 07

    Heat pumps and mini splits

    Text · 174 characters, 2 texts

    Hi, [Business] here. Sorry we missed your call. Is this about a heat pump or mini split? Reply with the brand if you know it so we send the right tech. Reply STOP to opt out.

  8. 08

    The busiest week of the season

    Text · 180 characters, 2 texts

    Hi, it's [Business]. It's our busiest week of the summer, so we missed your call. Reply with your address and the problem and we'll text our first open slot. Reply STOP to opt out.

  9. 09

    After hours, with a stated call-out fee

    Text · 192 characters, 2 texts

    Hi, it's [Business]. We're closed until [time]. After-hours visits cost [fee]. Reply URGENT if you need one tonight, or tell us what you need and we'll call first thing. Reply STOP to opt out.

Rules that apply.In plain words.

This is a summary, not legal advice. Each row links to the official source.

Mistakes to avoid.We see these often.

  • Telling a caller with no heat in winter to wait until morning without offering an urgent option.
  • Quoting a repair price by text before anyone has seen the system.
  • Adding a tune-up discount to the reply, which turns it into a marketing text.

Questions people ask.Short answers.

Should an HVAC company text back after hours?

If you offer emergency service, yes: say so, say what it costs if you can, and give a way to reach the on-call tech. If you don't, say when you'll call back.

Can I add a tune-up offer to the reply?

Keep offers out of the first reply. A promotion makes it a marketing text, and FCC rules require signed written consent for those.

What should the first question be?

Whichever question sorts urgency fastest: no cooling or no heat, a gas smell, or a routine visit. One question keeps the reply short.

Sources

  1. FCC: 2015 TCPA Omnibus Declaratory Ruling and Order (texts are calls) · checked Oct 31, 2026
  2. Federal Register: TCPA revocation of consent rules (October 2024) · checked Oct 31, 2026
  3. Federal Register: Enhancing the ability of consumers to control robocalls (October 2026) · checked Oct 31, 2026
  4. Twilio: Error 30034, unregistered 10DLC traffic · checked Oct 31, 2026

By Shakhawat Ullah Badhon, Founder, Damex Digital. Published Oct 31, 2026, updated Oct 31, 2026.