Charleston AI Playbook

Directory / Prompts / Restaurants & hospitality

Rental host messages and check-in notes

Updated

Problem it solves

Drafts guest messages and check-in notes, and flags when a guest needs a person.

Best tool

  • ChatGPT (free chat)
  • Claude (free chat)
  • Gemini (free chat)
  • Copilot (free chat)

The free chat is enough for one draft. ChatGPT, Claude, Gemini, and the free Microsoft Copilot chat can each do this. A paid plan only helps if you hit a usage limit. Copilot inside Word, Excel, or Outlook is a separate paid Microsoft 365 feature. You do not need it to try this once.

Copy-paste prompt

Draft guest messages and a check-in note from the house rules below. Flag any message that needs a person, including refunds, damage, and safety. Rules: [house rules, check-in time, wifi, parking, what a person must handle]

Replace every [bracket]. If you cannot fill one, delete that line.

Template

Property: [name]
Check-in: [time and how]
Check-out: [time]
Wifi: [leave blank here if you add it later]
Parking: [rule]
Trash: [rule]
Quiet hours: [rule]
A person handles: [refunds, damage, lockouts, safety]
Door code: [add after the draft leaves the chat]

Download saves a .txt file. rental-check-in.txt

Example output

A usable draft is a check-in note and replies that repeat your rules. Refunds, damage, and lockouts are flagged, not resolved by the draft.

Tips

  • The templates page describes this job. The bot is not live.
  • Do not include the door code in a general chatbot prompt if you can avoid it. Put the code in after you copy the draft out.

Time saved

Estimate: a check-in note you reuse all season is worth a careful half hour once. Each later guest message is a shorter edit.

How to use it

  1. Copy the prompt. Copy the prompt on this page into a free chat.
  2. Fill every bracket. Replace each [bracket] with a fact from your own notes. If you cannot fill one, delete that line instead of guessing.
  3. Edit before you use it. Read the draft against your notes. Delete any price, date, name, or promise you did not supply. You decide what gets sent.

Also written on this site

Quoted from another page on this site. If a quote names a time, that figure is an estimate, not a measured result.

Drafts guest messages and check-in notes, and flags when a guest needs a person.

Where this came from