Technician Notes to Plain-English Customer Explanation

Turns a technician's shorthand notes into a clear, honest explanation a homeowner can understand and trust.

HVACHome Services and Trades✓ Checkedv1.0

Before and after

BEFORE · what the owner typed

Company: Briarleigh Heating and Air. Customer Agnes Pearce, 4757 Ashleigh St, Gableford. Call Alexei Sutton at 312-555-0126 w/ questions. Tech Aiden Reddy notes: Concern 1: upstairs not cooling, 2nd floor 82 when set 74. Concern 2: water stain on hall ceiling below attic unit. Found: Carrier-type split? no, it's a Goodman GSX, 11 yrs old, attic air handler. Evap coil iced up. Filter 1x20x25 clogged, ran w/o changing prob a yr. Replaced filter today $18. Thawed coil, ran 40 min, temp split 17 deg after. Primary drain line clogged w/ algae, cleared w/ vac, flushed. Drain pan has rust spots, no hole yet. Rec replace pan $265. Secondary drain float switch not installed, rec install $95. Cap run 35/5 mfd reads 31, weak, rec replace $140. Contactor pitted, rec replace $120. Condenser coil dirty, washed today no charge. Refrigerant not checked since coil iced, rec recheck after 2 wks of running $89 visit. Blower motor amps ok. Thermostat ok. Duct supply boots ok. Visit fee $79 paid.

AFTER · what the skill produced

Hello Agnes,

Thank you for having us out to 4757 Ashleigh St. Aiden Reddy looked at your Goodman GSX system, which is 11 years old, and here is what he found.

Your upstairs not cooling (second floor reading 82 when set to 74): The evaporator coil, the part inside the attic unit that cools the air, had frozen over with ice. A clogged air filter was restricting airflow, and the notes say it had probably gone about a year without being changed. Ice blocks cool air from getting to your second floor. Aiden replaced the filter ($18), thawed the coil, and ran the system for 40 minutes. The temperature drop across the system was 17 degrees afterward.

The water stain on your hall ceiling: The primary drain line, which carries water away from the attic unit, was clogged with algae. Aiden cleared it with a vacuum and flushed it. Water that cannot drain can overflow and stain ceilings.

Work completed today

New air filter installed ($18)
Evaporator coil thawed
Primary drain line cleared and flushed
Outdoor condenser coil washed, no charge

Recommended now

Drain pan replacement ($265): The pan under the attic unit has rust spots. There is no hole yet, and we recommend replacing it to protect your ceiling from water damage.
Secondary drain float switch installation ($95): There is no float switch installed. It shuts the system off if the drain backs up, and we recommend adding one.
Refrigerant recheck ($89 visit): Because the coil iced up, refrigerant was not checked. We recommend a recheck after the system has run for 2 weeks.

Also recommended

Capacitor replacement ($140): The capacitor, which helps the motors start, is rated 35/5 and reads 31. We recommend replacing it because it is weak.
Contactor replacement ($120): The contactor, the switch that turns on your outdoor unit, has pitted contacts from wear. We recommend replacing it.

Checked and good

Blower motor amps, thermostat, and duct supply boots all look good.

Costs listed:

Paid today: $79 visit fee
Work done today: filter replaced for $18
Recommended items: $265 + $95 + $89 + $140 + $120 = $709

If you have questions or want to schedule any of the recommended work, call Alexei Sutton at 312-555-0126. It is your decision which items to approve, and we are glad to explain any of them.

Briarleigh Heating and Air

Questions for the owner

The notes say "Carrier-type split? no, it's a Goodman GSX." Please confirm the brand and model so the message is correct.
The notes say the $79 visit fee was paid. Has the $18 filter been paid, or is it still owed?
Should the refrigerant recheck be listed as a $89 visit charge only, with any refrigerant added quoted separately?

What it does

Turns a technician's shorthand notes into a clear, honest explanation a homeowner can understand and trust. Works for a single repair call, several concerns at once, or a full tune-up with inspection results.

Use it when: Use when an HVAC company needs to turn a technician's service notes, diagnostic readings, or maintenance inspection results into a clear explanation for the homeowner, such as: explain this to the customer, write up what the tech found, or make these notes make sense.