Your Tech Just Quit Mid-Season: The 48-Hour Replacement Playbook

Friday afternoon, 3pm. Text message: "I quit. Not coming back Monday. Good luck." Your best tech just walked. You've got 12 booked jobs next week, £18,000 in revenue at risk, and zero backup plan.

This is the 48-hour emergency playbook that covers jobs, finds replacement staff, and keeps clients from canceling—while you're still processing what just happened.

First 24 Hours: Emergency Triage

Don't panic. Don't immediately hire the first person who responds to your desperate Facebook post. Follow this sequence exactly:

Hour 0-2: Assess the Damage

1. Pull up the schedule – How many jobs were assigned to them next week? Next month?
2. Check job status – Any half-finished projects? Customer deposits taken? Materials ordered?
3. Inventory check – Do they have your van, tools, keys, or customer access codes?
4. Client list – Who are "their" repeat customers you might lose?

Hour 2-6: Secure Company Assets

If they have your stuff, you need it back immediately:

• Company van: If it's in your name, it's your van. Arrange collection within 24 hours or report stolen.
• Tools and equipment: Text itemized list with photos. Request return by end of day or deduct from final pay.
• Customer keys/codes: Contact affected customers immediately to change locks or reset codes.
• Company phone/tablet: Remote wipe if you provided devices. Change passwords to any shared accounts.

Hour 6-12: Decide Who Covers What

You have three options for next week's jobs:

Hour 12-24: Start Emergency Hiring

You need bodies fast. Here's where to find emergency coverage:

• Post in trade Facebook groups: "Emergency coverage needed—heating engineer, start Monday, £180-220/day depending on experience."
• Text competitors you're friendly with: "Lost a tech this week. Know anyone looking? Happy to pay finder's fee."
• Contact recruitment agencies: Blue Arrow, Gap Personnel, Skilled Careers—they have temp-to-perm tradespeople.
• Post on Indeed/Totaljobs: Mark as "Immediate start" and "Urgent." Expect 20-50 applications in 48 hours.
• Call your apprentice's college: Recent graduates or final-year students looking for placement.

Covering Existing Jobs Without Losing Clients

Half-Finished Jobs (Highest Risk)

These need immediate attention or customer will assume you've abandoned them:

Scheduled Jobs (Next 2 Weeks)

Send this text to every customer with a booking:

Why this works: Proactive. Acknowledges the change. Confirms appointment still valid. Prevents "I was expecting [old tech]" surprise on the day.

Repeat Customers (Retention Risk)

If certain customers only booked because they liked that tech, expect them to ask:

Emergency Hiring: Fast vs Right

You're desperate. But hiring the wrong replacement costs more than the revenue you're trying to save. Balance speed with quality:

Week 1: Temporary Coverage (Subcontractors)

• Pay premium rates – £300-500/day for experienced subcontractors
• 1-4 week commitment – Gives you breathing room to hire properly
• Vet them quickly – Gas Safe/NICEIC/qualifications check, one reference call, trial day

Week 2-4: Permanent Replacement (Proper Hire)

Client Communication: What to Say (and What Not to Say)

Preventing Future Walkouts: Retention Basics

Once you survive this crisis, implement these safeguards so it doesn't happen again:

1. Notice Periods in Contracts

Legally enforceable notice periods (1-4 weeks depending on tenure). Won't stop everyone, but creates consequences for walking out.

2. Regular Check-Ins (Monthly Minimum)

"How's it going? Anything I can do to make your job easier?" Catch dissatisfaction early before they start job hunting.

3. Competitive Pay Reviews (Every 6-12 Months)

If you pay £20/hour and competitors pay £24, you'll lose staff. Pay market rate or accept high turnover.

4. Cross-Train Your Team

Never let one tech "own" all the HVAC jobs or all the commercial clients. Spread knowledge across team.

5. Backup Coverage Relationships

Maintain relationships with 2-3 trusted subcontractors who can step in with 48 hours notice. Pay them occasionally even when you don't need them—it's insurance.

The Bottom Line

Losing a tech mid-season is brutal, but it's survivable. Secure assets within 24 hours, communicate proactively with clients, and use subcontractors to buy time for proper hiring.

The real mistake is hiring desperately. A bad replacement causes more damage than covering jobs yourself for two weeks while you find the right person.

And once you're through it—build retention systems so the next tech gives you notice instead of a Friday afternoon text.