Why it helps
Every booking needs the same handful of messages. Thanks for booking. Here's how to find us. Is everything OK? Thanks for staying. Writing them fresh each time is slow, and the busy weeks are when things get missed.
Write the set once with AI, check it, and save it as templates in your email or booking system. Each guest then gets a warm, consistent message at the right time, and you only change the names and dates. AI can also make a simple English version for guests whose first language isn't English.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
I run a [type of accommodation or tour, e.g. 3-room B&B] in [town], New Zealand. Write 4 short guest messages in a warm, friendly Kiwi tone. NZ English. 1. Booking confirmed: thank them and say what to expect next 2. Day before arrival: check-in time, parking and how to find us 3. Morning after arrival: check everything's OK and how to reach us 4. After checkout: thank you, and a gentle, optional request for a review Use [placeholders] for names, dates, codes and links. Keep each under 90 words. Only use the details I give you below. Don't make up times, policies, facilities or directions. If something's missing, leave a [placeholder]. My details: [check-in and checkout times, parking, how to find you, how guests contact you, anything else guests should know]
Then keep chatting
Rewrite message 2 in simple English that's easy for non-native speakers.
Write a text message version of each, under 30 words.
Add a short message for guests arriving after 8pm.
Make message 4 even lighter, so it doesn't feel pushy.
Step by step
- Write down the facts guests need: times, parking, directions, how to contact you, and any house rules.
- Copy the prompt, fill in your type of place and town, and paste your details.
- Check every time, direction and instruction against how things actually work at your place.
- Ask for tweaks: shorter, warmer, or a version for groups or late arrivals.
- Save each message as a template in your email, booking platform or messaging app, with the placeholders still in.
- For each booking, fill in the name, dates and codes and send from your usual account.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- Use placeholders when drafting. Don't paste real guest names, phone numbers or booking details into AI.
- Never put door codes or lockbox codes into the AI chat. Add them yourself when you send each message.
- Ask for reviews from every guest, not only the happy ones, and never offer a reward for a good review. Consumer Protection has guidance on online reviews at consumerprotection.govt.nz.
- If you translate a message with AI, keep the wording simple and get a native speaker to check anything important, like safety or check-in instructions.
Go further
Most booking systems and email tools can send these automatically at set times. Once you're happy with the wording, set them up to go on their own and just check them now and then. Add a link to your local guide for guests in message 2, so people arrive with ideas for their stay.
