---
title: "Send better pre-arrival messages"
description: "A four-step playbook to write approved message templates, draft each guest’s message from their booking, flag special requests for staff and cut routine arrival questions."
url: https://lidvizion.ai/guides/send-better-pre-arrival-messages/
site: Lid Vizion
index: https://lidvizion.ai/llms.txt
---

[Field guides](https://lidvizion.ai/guides/) 4 steps

# Send better pre-arrival messages

A four-step playbook to write approved message templates, draft each guest’s message from their booking, flag special requests for staff and cut routine arrival questions.

For: Hotel, short-stay and venue teams who answer the same arrival questions for every guest.

Most arrival-day questions are predictable: when can I check in, where do I park, how do I get the key. A short, accurate message before arrival answers them once, while staff keep the personal touch for special requests. These four steps start with one property and keep reservations staff in charge.

## Step 1 — Write the templates

**Goal:** Agree what every guest should know.

1. List the questions guests ask most before arrival.
2. Write a short approved template per stay type.
3. Keep property details, such as parking and check-in times, in one place with an owner.
4. Pick one property to start.

**You finish with:** Approved templates and one source of property information.

## Step 2 — Connect bookings

**Goal:** Read the details each message needs.

1. Read upcoming bookings from the reservation system with limited access.
2. Use only the guest’s own booking details in their message.
3. Decide how many days before arrival to send.
4. Count routine arrival questions for a baseline week.

**You finish with:** Bookings feeding draft messages on schedule.

## Step 3 — Draft, flag and send

**Goal:** Send accurate messages and catch exceptions.

1. Draft each message from the template and the booking.
2. Flag special requests, accessibility needs and unusual bookings for staff.
3. Send approved messages on schedule.
4. Route guest replies to the reservations team.

**You finish with:** Timely messages and flagged requests handled by staff.

## Step 4 — Measure and refine

**Goal:** Show fewer arrival-day questions.

1. Track routine arrival questions per stay.
2. Track on-time messages and flagged requests.
3. Update templates when guests keep asking the same thing.
4. Add properties only after the first one works.

**You finish with:** Measured drop in routine questions and better templates.

## Common pitfalls

- Letting the assistant promise upgrades, early check-in or refunds.
- Using property information nobody keeps current.
- Missing special requests hidden in booking notes.
- Sending to every property before one works well.

Want a hand getting started?

## Start with a workflow audit

We pick the workflow with you, set the baseline and write the bounded design.

[See the audit](https://lidvizion.ai/workflow-audit/) [Talk this playbook through](https://lidvizion.ai/contact/?need=ai-workflow&from=%2Fguides%2Fsend-better-pre-arrival-messages%2F#write)

## See it as a workflow

- [Pre-arrival guest messages](https://lidvizion.ai/use-cases/pre-arrival-guest-messages/): Customer support Send each guest a short pre-arrival message built from their booking and your approved property information, such as check-in details, directions and add-on options, so the front desk handles fewer routine questions on arrival day.

## More guides like this

- [Keep a daily site diary without the paperwork](https://lidvizion.ai/guides/keep-a-daily-site-diary-without-the-paperwork/)
- [Run reliable daily vehicle checks](https://lidvizion.ai/guides/run-reliable-vehicle-checks/)

## Related answers

- [What is an AI agent in a business setting?](https://lidvizion.ai/answers/what-is-an-ai-agent-for-business/)
- [How long does it take to automate one business workflow with AI?](https://lidvizion.ai/answers/how-long-does-it-take-to-automate-a-workflow/)

Bring the messy version

## One workflow. A better way to run it.

Show us the tools, the handoffs, and the part that keeps slowing your team down.

[Let’s map your workflow](https://lidvizion.ai/contact/) · [Read our approach](https://lidvizion.ai/approach/)