Three workflows, three different prompt patterns. They look similar from the outside but the right prompt for each is structured differently — and using the wrong pattern for the wrong workflow produces 60%-good output instead of 95%-good output.
Pattern A: guest email reply
Best for: incoming inquiries that need a personalized, brand-voice response. The pattern emphasizes RELATIONSHIP — what does this guest mean to the property, what is the right warmth level, what does the request actually ask for.
Template: "You are the reservations team at {{PROPERTY}}. Below is an email from a {{GUEST_TYPE: prospective | confirmed | returning VIP | unresolved-complaint}}. The booking context is {{BOOKING_DETAILS}}. The guest tone is {{GUEST_TONE: warm | neutral | frustrated}}. Reply in {{LANGUAGE}}, 4-8 sentences, brand voice {{VOICE_DOC_LINK}}. Address their specific question first, then offer one helpful suggestion they did not ask for. EMAIL: {{GUEST_MESSAGE}}."
Pattern B: review response
Best for: public reviews that are read by the original guest AND by future guests browsing the OTA. The pattern emphasizes ACKNOWLEDGE-SPECIFIC-OFFER — acknowledge the experience, address something specific from the review (not a generic platitude), offer a path forward.
Template: "You are the {{GUEST_EXPERIENCE_MANAGER_TITLE}} at {{PROPERTY}}. Below is a {{STAR_RATING}}/5 review from {{REVIEW_SOURCE}}. Your reply will be public. Acknowledge their experience in the first sentence using something specific they wrote about. Address any complaint with what has been done about it (not what will be done). Close with a brief invitation to return. Length: 80-140 words. Never defensive. Never generic. REVIEW: {{REVIEW_TEXT}}."
Pattern C: F&B copy
Best for: menu items, breakfast buffet descriptions, banquet proposals — content that needs to sell a sensory experience. The pattern emphasizes CONCRETE SENSES — what does it look, smell, taste like, what is the ingredient story.
Template: "You are writing menu copy for {{VENUE_NAME}} at {{PROPERTY}}. The cuisine style is {{CUISINE_STYLE}}. The voice is {{VOICE: French-fine-dining | warm-trattoria | beach-club-casual | boutique-modernist}}. For each dish below, write 2 sentences: sentence 1 describes a specific sensory element (a sound, a temperature contrast, a single ingredient that defines it), sentence 2 mentions one technique, one origin, or one chef detail. Never use the word 'fresh,' 'crafted,' or 'curated.' DISHES: {{DISH_LIST}}."