This guide helps you write those messages before anything breaks: how you tell a guest what is happening and offer another room straight away, and how you answer a refund request quickly. It also covers late flights and honest descriptions of your location.
What guests report when things break in the heat
Breakdowns in peak heat lead the complaints: air con that doesn't work, a breaker that trips, water cut off, then slow fixes and arguments over refunds. Broken air con also forces windows open, which lets the mosquitoes in. Near the airport around Kalamaki and Laganas, guests mention aircraft noise and thin walls. These reviews come from small and mid sized independent hotels, so read them as examples.
- «The power circuit breaker in the room tripped on the first day and the water supply was cut off for the next two days.» Trip.com review, Diana Palace Hotel
- «Left hotel after 1 night because of not working air conditioning, army of mosquitos and small beds.» Trip.com review, Agoulos Inn
- «Downside is the noise of landing airplanes and the rooms are small and noisy.» Trip.com review, Kalamaki Beach Hotel
Service every AC unit before the season, keep a spare portable unit and have a technician on call. If a repair will take hours, offer another room straight away. Fit insect screens on windows and terrace doors, and keep a written outage and refund policy so you can answer refund requests fast.
Why guest communication on Zakynthos is its own job
Your guest mix shifts through the season. Early summer often brings couples and northern European travellers. August is busy with Italian and Greek families. September draws people looking for quieter days and warm sea. Each group writes in a different language and asks different questions.
How guests arrive matters just as much. Many land at Zakynthos airport, sometimes on late-night charter flights. Others take the ferry from Kyllini and arrive at the port in Zakynthos town, some with their own car. A pre-arrival message built around these realities can take care of many of the phone calls before they happen.
The questions you answer every day
- How do we get from the airport or port? Can you arrange a transfer?
- Do we need a car? What are the roads like? Is there parking?
- Can we check in late at night?
- How do we visit Navagio (Shipwreck Beach) or the Blue Caves?
- Which beach suits small children? Where can we see turtles?
- Is there a taverna or mini market nearby?
The answers rarely change, but you have to write them in four or five languages. This is where AI helps most. You give it your property facts once and ask it to answer only from those facts.
Example: a Zakynthos pre-arrival message
Replace the brackets with your details and delete anything that doesn't apply.
Hi [Name],
We're looking forward to welcoming you to [Hotel name] on [date]! A few tips for a smooth arrival:
✈️ Flying in: the airport is about [time] from us. We're happy to arrange a transfer. Just send us your flight number.
⛴️ Coming by ferry from Kyllini: from Zakynthos port, follow [directions].
🌙 Arriving late? No problem. [Late check-in instructions / key box].
🚗 Getting around: a car is [recommended / not essential]. Parking is [location]. Some island roads are narrow and winding, so take your time.
If you'd like tips on beaches or boat trips, just ask. We'd love to help!
[Your name]
Then try a prompt like “Adapt this for a family with two small children arriving by ferry, and translate it naturally into Italian.” You'll have a ready-to-send version in seconds.
Replying to reviews without losing your evening
For a small hotel, reviews feel personal. Say a guest writes: “Lovely breakfast, but parking was hard to find.” A good reply thanks them for the positive, acknowledges the problem without excuses, and says what you'll change:
Thank you so much! We're delighted you enjoyed breakfast. You're right about parking, and we'll now send every guest a map and directions before arrival. We hope to welcome you back to Zakynthos!
With a template and five simple rules, you can reply calmly and professionally, even when a review stings.
Listings that describe your place, not the whole island
Every Zakynthos listing promises turquoise water and sunsets. Guests want to know what makes your place different: the view from the balcony, the quiet village, the homemade breakfast, how far the nearest beach really is. Be honest about whether a car is needed, too. That helps you avoid disappointed guests and the reviews that follow.
Set it up in an afternoon
- Open a free ChatGPT or Claude account.
- Write a one-page fact sheet covering directions, check-in, parking, house rules and local tips.
- Save your templates as quick replies in WhatsApp Business, Booking.com and Airbnb.
FAQ
Will guests notice the text was written by AI?
Not if you adapt it to your own facts and tone. The templates give you a starting point, and you add the personal touch.
What if the AI gets a local detail wrong?
That's why you ask it to answer only from the facts you provide, and to say you'll confirm anything that isn't covered. Always read a message before sending it.
Which languages do the guest message templates cover?
English, Greek, German, French and Italian.
Do I need a paid ChatGPT or Claude plan?
No. The setup guide is based on the free versions.
— Gal Tuvyahu, Promethe