From the AI playbook for hotels and B&Bs

New to AI? You don't need to learn anything first. Follow the steps below: open the tool, paste the prompt, fill in the [brackets], then check the result before you use or send it. See also how to use AI at work, for beginners.

Job 2 of 16ChatGPTGeminiClaude

Write a pre-arrival email that answers the usual questions

Most guest messages ask the same five things: check-in time, parking, breakfast, Wi-Fi, directions. One clear email before arrival cuts them in half.

Time: 20 minutes onceTool cost: you can start with a free AI tool

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude), then your booking system's email templates

Steps

List your real details: check-in and check-out times, parking, breakfast hours, key collection, dogs, accessibility.
Run the prompt.
Paste the result into your booking system as an automated email, with placeholders for guest name and dates.

The exact prompt

Copy, paste, then fill in the [brackets]

Write a friendly pre-arrival email for guests at [property name], a [type] in [place].
Details: check-in [time], check-out [time], parking [details], breakfast [times, dietary options], key collection [details], Wi-Fi [how to find the password, not the password itself], dogs [policy], accessibility [honest details], directions [from station/main road].
Keep it scannable with short headings. [British] English. End by inviting them to tell us about allergies or special occasions.

✓ Check before you send

Every time and policy is correct.
No door codes or passwords in a template that might be forwarded.
The accessibility details are honest and specific.

UK notes extra

Breakfast must give accurate allergen information when asked. Food Standards Agency: allergen guidance for food businesses.

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

More AI jobs for hotels and B&Bs

Reply to guest reviews, good and bad
Build a set of quick replies for guest messages
Refresh your listing and website description (subscribers)
Write a local guide guests actually use (subscribers)
Spot themes in a month of reviews (subscribers)
Send a post-stay thank-you that invites a direct booking (subscribers)
Offer extras before arrival (subscribers)

See all 16 jobs in the hotels and B&Bs playbook →

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