Your AI Writing Assistant: Customer Communications Made Easy

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Save Time, Run Smarter: AI for Hospitality Owners

Running a hospitality business in Aotearoa is a constant balancing act. Between staff rosters, supplier emails, marketing, and customer service, there are never enough hours in the day. That’s why we’re launching a 12-week series on AI Time Savers for Hospo — practical tips and real-world examples of how artificial intelligence can help you reclaim time, reduce admin, and keep your focus on what matters most: your guests.

Each week we’ll spotlight one small, practical way you can use AI in your business — no jargon, no big budgets, just tools and ideas you can start using straight away.

Week 2 – Your AI Writing Assistant: Customer Communications Made Easy

Turn AI into your customer service copywriter

Last week we talked about AI as your “very fast junior assistant.” This week, let’s put that assistant to work on one of your most time-consuming tasks: writing customer communications.

Whether it’s responding to booking inquiries, handling complaints, or sending follow-up emails, good customer communication takes time to get right. You want to sound professional but friendly, helpful but not pushy. AI excels at getting that tone just right — and doing it in seconds, not minutes.

Three customer communications AI can handle right now

  1. Email Responses – Give AI the key points, and it’ll draft a polite, professional response. Perfect for booking confirmations, dietary requirement discussions, or answering common questions about your menu.
  2. Review Responses – AI can help you respond to Google or TripAdvisor reviews (both positive and negative) in your voice, saving you from staring at a blank screen wondering how to phrase things.
  3. Policy Explanations – When customers ask about your cancellation terms or house rules, AI can help you explain your existing policies in a way that’s clear and customer-friendly, turning potentially awkward conversations into positive interactions.

Try This Week: The “Tone + Key Points” Method

Pick one customer email you need to respond to and try this simple AI prompt:

“Write a friendly, professional email responding to [situation]. Key points to include: [your main points]. Keep it warm but clear, around 100 words.”

For example: “Write a friendly, professional email responding to a dietary requirement inquiry. Key points: we can accommodate gluten-free, please give 24 hours notice, happy to discuss options. Keep it warm but clear, around 100 words.”

The Result? A well-crafted response in 10 seconds instead of 10 minutes — and you can always tweak it to match your exact tone and style.

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