30+ AI Prompts for Facility Managers Using ChatGPT

Written by: Beth Mooney & Ysa Gonzales

While it’s normal to feel uncertain about using AI tools like ChatGPT, here’s the truth: AI isn’t here to replace you, especially if you can leverage it to your advantage. It can help facility managers like you to save time, reduce repetitive tasks, and stay focused on the work that really matters.

AI is here to make your job easier, not unnecessary.

This guide is built to help you ease into AI in a way that feels natural and useful. Every prompt here is written specifically for ChatGPT, the most popular and accessible AI tool available today. You don’t need technical skills, system integrations, or special access – all you need is a browser and a question.

Whether you manage a handful of stores or a national portfolio, these real-world prompts can help you get more done with less effort. From work orders to budgeting to vendor communication, you’ll find practical ways to put AI to work for you today.

Quick tip: All of these prompts work on desktop, and you can use voice input too — just tap the mic in ChatGPT and say your request out loud.

Work Order Management

Work Order Triaging Prompts

These speed up ticket creation and cut the back-and-forth.

• “Create a detailed work order for a leaking ceiling in the back stockroom.”
  → Jumpstarts documentation while the issue is still fresh.
  
• “Summarize this issue in a way that helps the tech arrive fully prepared: ‘Ice machine in store 144 not working—making loud noise and water leaking underneath.’”
  → Improves technician readiness and first-time fix rates.
  
• “Write a follow-up message asking for photos and more info about a lighting outage in the sales floor.”
  → Reduces the back-and-forth and keeps things moving.
  
• “Turn this phone call summary into a work order.”
  → Transforms unstructured notes into clean task entries.

Related read: The Real Cost of Incomplete Work Orders

Scope of Work & Checklist Prompts

Need to outline a job clearly or build a checklist to keep it on track?

• “Write a scope of work for replacing two rooftop HVAC units at a 5,000 sq ft retail store.”
  → Helps eliminate scope creep before the job starts.
  
• “Create a pre-inspection checklist for a vendor doing a backflow valve repair.”
  → Helps eliminate scope creep before the job starts.
  
• “Help me write out scope details for a pest control service that’s needed weekly for the next three months.”
  → Gives vendors clarity and sets expectations early.
  
• “Build a checklist for closing out a ceiling tile replacement project.”
  → Supports smooth transitions from active to completed work.
  
• “Turn these notes into a simple project scope I can share with my ops director.”
  → Makes internal updates more digestible and aligned.

Related read: How to Create An Asset Inventory Checklist

Proposal & Invoice Review Prompts

Double-check what you’re approving, or flag what’s off.

• “Summarize this vendor proposal in plain language I can send to finance.”
  → Makes it easier for cross-functional teams to weigh in.
  
• “Review this invoice and point out anything that seems unusual or out of scope.”
  → Saves time digging through line items manually.
  
• “Write a response asking the vendor to clarify two line items on this estimate.”
  → Improves paper trails and future reference.
  
• “Draft a short message pushing back on a proposed rate increase due to lack of performance.”
  → Backs up your position with professional tone and facts.
  
• “Help me write a quick summary of this quote to compare it to our standard pricing.”
  → Supports more confident approvals or negotiation.

Related read: Is It Time to Switch Service Providers?

Vendor Management

Vendor Communication Prompts

Need to follow up, escalate, or just get a clean message out fast?

• “Write a short email to follow up on a delayed HVAC repair from last week.”
  → Useful for maintaining professional vendor communication without rewriting the same message every time.
  
• “Draft a polite but firm reminder to a vendor about a missed service window.”
  → Helps keep providers accountable without burning the relationship.
  
• “Help me explain to a vendor that their recent invoice doesn’t match the work completed.”
  → A quick way to flag discrepancies without getting buried in details.
  
• “Write a message to escalate a recurring plumbing issue that hasn’t been resolved.”
  → Adds structure and clarity when pushing things up the chain.
  
• “Summarize this work order into a clear update I can send to the provider.”
  → Speeds up communication and helps avoid confusion.

Related read: Managing Multiple Providers? Here’s What You Need to Know

Vendor Negotiation & Performance Prompts

Handle tough conversations with clarity and facts.

• “Write a message requesting a price adjustment based on last year’s service volume.”
  → Helps you leverage usage data to negotiate better rates.
  
• “Draft a quarterly vendor review summary based on completion rates, feedback, and average response times.”
  → Converts data into actionable conversations.
  
• “Help me outline performance concerns with a vendor who’s missed multiple SLAs.”
  → Useful for framing formal feedback or escalation.
  
• “Prepare talking points for a negotiation call with a contractor about a national service agreement.”
  → Keeps your strategy sharp and focused.
  
• “Write a short internal email recommending we test a new vendor for plumbing based on recent issues.”
  → Makes a case for switching with context and reasoning.

Related read: What Metrics Should Your CMMS Be Tracking?

Lease & Landlord Management

Landlord & Internal Stakeholder Prompts

Communicate cleanly with people outside of FM.

• “Write an email to the landlord about a roof leak that’s damaging store fixtures.”
  → Escalates issues while keeping lease language in mind.
  
• “Summarize an HVAC/R issue in plain language for my regional manager who’s asking for status.”
  → Helps non-FM folks understand the situation quickly.
  
• “Help me explain why a service delay wasn’t our fault in an email to our ops team.”
  → Clarifies accountability and protects team credibility.
  
• “Write a simple update I can send to internal teams about the progress of a lighting retrofit.”
  → Keeps cross-functional teams aligned.
  
• “Draft a message asking the landlord for a copy of the COI and lease terms for a new location.”
  → Makes legal follow-ups easier and more consistent.

Related read: How to Justify Your Tech Investments to Leadership

Wrap-Up Prompts for Catch-All Tasks

Use these anytime your day throws something extra at you.

• “Turn this list of updates into a report for my FM director.”
  → Summarizes tasks without needing to start from scratch.
  
• “Write a weekly summary of open tickets by store with status notes.”
  → Speeds up weekly reporting.
  
• “Translate a voicemail into a quick work order description.”
  → Bridges analog messages into digital workflows.
  
• “Help me prepare questions for a vendor performance meeting.”
  → Helps drive more productive vendor conversations.
  
• “Build a quick training summary I can send to a new store manager about how to submit maintenance issues.”
  → Promotes better FM communication across store teams.

Related read: How to Streamline Communication in Facility Management

Conclusion

These prompts are just the beginning. As you get more comfortable using AI to streamline tasks and elevate your day-to-day work, you may start wondering: What if AI were integrated directly into your tech stack? You’re not alone, and the future is headed there, fast.

At Fexa, we’re building solutions for facility teams who want to go beyond manual, reactive processes. From smarter work order flows to integrated provider management and budget tracking, our platform helps you work more proactively with the flexibility to grow as your tech and AI needs evolve.