ChatGPT prompts for hotels and bed and breakfasts: 20 prompts for guests and reviews

The short version: ChatGPT can write your booking replies, guest emails, review responses and social posts for a hotel or B&B in minutes, using your own room types, rates and policies. It will not know your real availability or prices unless you type them into the prompt, so every example below needs your own figures filled in before you send anything to a guest. Copy the 20 prompts, swap the brackets, and check the result before it goes out.

Why this suits small hotels and B&Bs so well

A small hotel or B&B often runs on one or two people answering booking enquiries, replying to reviews and posting on social media between changing beds and cooking breakfast. There is rarely a dedicated marketing person, and guest emails pile up between check-ins. ChatGPT will not clean a room or cook a full English, but it will draft the booking confirmation, the review reply and the seasonal offer post, so the time you do have goes on the guest standing in front of you rather than the laptop screen.

Quotes: prompts for booking enquiries and rates

• 1. First enquiry reply. "Write a warm reply to an enquiry about a [room type] for [X] nights from [date] to [date], quoting our rate of [amount] a night and mentioning what is included, such as breakfast or parking." Fill in your real room type and rate.
• 2. Group booking enquiry. "Write a reply to a group asking to book [X] rooms for [event, e.g. a wedding], explaining our group rate of [amount] a room and any minimum stay requirement." Insert your real group rate and terms.
• 3. Rate comparison for two room types. "Write an email comparing our [room type one] at [amount] and our [room type two] at [amount], explaining the difference so the guest can choose." Fill in your actual room types and rates.
• 4. Off-season offer. "Write an email offering a [X percent] discount for a midweek stay in [off-peak month], explaining what the saving covers." Add your real discount and dates.
• 5. Fully booked reply. "Write a polite reply saying we are fully booked on [date], suggesting [nearby dates] instead, or recommending [another local place] if appropriate." Use your real availability.

Emails: prompts for guests before and during their stay

• 6. Booking confirmation. "Write a booking confirmation email for [date] to [date], confirming the room type, the rate of [amount], check-in time, and our cancellation policy." Fill in your real policy and times.
• 7. Pre-arrival information. "Write a friendly email sent two days before arrival with directions, parking information, and check-in time, plus what to do if they will arrive late." Add your own directions and late arrival process.
• 8. Special occasion note. "Write a short email asking a guest if they are celebrating anything special during their stay, such as a birthday or an anniversary, so we can arrange a small touch." Personalise based on your actual guest services.
• 9. Dietary requirements request. "Write an email asking a guest to confirm any dietary requirements or allergies ahead of breakfast, explaining our kitchen's approach to allergens." Insert your real allergen policy.
• 10. Late checkout request reply. "Write a reply to a guest asking for a late checkout, explaining whether it is possible on this occasion and any charge that applies." Fill in your real policy and charge, if any.

Review replies: prompts for Google, TripAdvisor and Booking.com

• 11. Reply to a five-star review. "Write a warm, specific reply to this five-star review, thanking the guest by first name and mentioning [one detail they praised, e.g. the breakfast or the view]." Only use a name already shown publicly in the review.
• 12. Reply to a short review. "Write a short, natural reply to a five-star review that just says 'lovely stay', thanking them and inviting them back." Keep it brief so it does not read as a stock reply.
• 13. Reply to a critical review. "Write a calm, non-defensive reply to a review raising a concern about [the general issue only, e.g. noise or the room size], acknowledging it and inviting them to contact us directly." Never repeat a guest's room number or personal details in a public reply.
• 14. Asking for reviews. "Write a short email sent the day after checkout asking guests to leave a review on TripAdvisor or Google, with a one-line reason it helps a small, independent place." Add your review links before sending.

Social posts: prompts for Instagram and Facebook

• 15. Last-minute availability post. "Write a short Instagram caption announcing a room has become available for [date] at [amount], with a call to action to book direct." Fill in your real date and rate.
• 16. Local area post. "Write a post recommending [local attraction or walk], mentioning it is a short distance from us, aimed at people planning a weekend break." Insert your real local recommendation.
• 17. Seasonal showcase post. "Write a Facebook post showcasing the property in [season], mentioning any seasonal offer, and encouraging bookings for that period." Add your real seasonal detail and offer.
• 18. Breakfast or food post. "Write three caption options for a photo of our breakfast spread, mentioning [one detail, e.g. local produce], aimed at guests who care about food." Use your real ingredients or suppliers.

Admin: prompts for the paperwork side

• 19. Booking terms first draft. "Write a first draft of plain-English booking terms covering deposit, cancellation and no-show policy for a UK B&B, that I can check against current consumer contract guidance and edit myself." Always have this checked before it goes on your website or booking confirmations.
• 20. Staff handover note. "Write a short handover note for the next shift covering guests arriving today, any special requests, and rooms needing extra attention." Fill in the details for that specific day.

A weak prompt versus a strong prompt

The gap between a reply you can send straight away and one you have to rewrite comes down to detail.

Weak: "Write an email replying to a booking enquiry."

This gives ChatGPT nothing to work with, so it will guess the room type, the rate and what is included, and the draft will not match what you offer.

Strong: "Write a warm reply to an enquiry about our double room with a sea view for two nights from the 14th of March, quoting our rate of 145 pounds a night including a full breakfast, and mentioning free parking is available. Keep it under 130 words and end with an invitation to book direct for the best rate."

The strong version gives the room type, the dates, the rate, what is included and a clear next step, so the reply sounds like a real place rather than a template.

Mistakes hotels and B&Bs make with ChatGPT

• Sending a rate or availability reply without checking the numbers ChatGPT has filled in. It will invent a plausible rate if you leave the prompt vague.
• Using a generic booking terms draft without checking it reflects current consumer contract rules and your own cancellation policy.
• Replying to every review the same way. Add the specific detail the guest mentioned each time, the breakfast, the room, the welcome, so the reply reads as genuine rather than copied.
• Posting the same style of caption every week. Ask for three options and pick the one with a real, specific detail rather than the safest generic line.

Mistakes to avoid with guest information

Never paste a guest's full name, home address, phone number, passport details or payment card details into ChatGPT. Describe the booking in general terms, a double room for two nights, not the guest's actual name and card number. If you need help wording a reply about a medical or dietary need, describe the general situation without pasting in the guest's full name or specific medical details, then fill those back in yourself once the wording is ready, in your own booking system, not inside the chat.

For the rest of the series, see the ChatGPT Prompts and Limits: 30 Guides to Fun Prompts, Photo Edits and Daily Caps.

The free ChatGPT prompt generator does the working out for you.

Related: travel write for us.

Frequently asked questions

Will a ChatGPT reply win the booking over a competitor?

The wording will read professionally, but guests book on your photos, your reviews and your price, not the phrasing of the reply email. Use these prompts to answer fast and clearly, then let your property and your reviews do the rest.

Is it safe to use ChatGPT for guest complaints?

Yes, for wording a calm first reply while you look into what happened, as long as you never paste in the guest's personal details and never promise a refund or compensation in a message you have not checked yourself first.

Can ChatGPT write my booking terms and conditions?

It can write a first draft covering the usual areas, deposit, cancellation and no-show policy, in plain English. It should never be the final version. Have it checked against current consumer contract guidance before it goes live.

How do I stop every review reply sounding the same?

Use the specific detail the guest already mentioned, the breakfast, the room, a member of staff by name if the review names them, rather than a generic thank you. A reply that mentions something real reads as genuine appreciation, not a template.

Do I need to pay for ChatGPT to use these prompts?

No. The free version handles every prompt here. A paid subscription mainly buys faster replies at busy times, which matters more if you are answering several enquiries a day than if you are doing a weekly batch of admin.