A recognisable foundation, a personal reply
When several enquiries arrive together, rewriting introductions and recurring information takes attention away from guests’ questions. A prepared foundation supports consistent reception communication while leaving room to explain why this stay suits this person.
FastReplyMail templates provide layouts for offers, newsletters and check-in messages. They combine design, dynamic data and editable areas. The shortcuts are buttons that speed up completion in the Composer, where you prepare offers.
Clear rooms, services and terms help guests assess a direct offer’s value beyond price. This supports direct booking opportunities and reduces repetitive work. Lower commissions can improve margins; sales outcomes also depend on the offer and guest relationship.
Choose the right message format
A stay proposal, brief follow-up and WhatsApp message have different needs. Three template formats are available.
HTML: showcase your property
The visual editor combines draggable blocks, uploaded images and content. Start from five base templates, Fast 1 to Fast 5, or paste your own HTML template. Code editing and full-screen mode are also available.
Use this format for fully designed offers and newsletters. Present relevant photos and a clear information hierarchy, using images you have rights to use. The five templates are starting points; additional templates are created by the property or support.
Simplified: make replies easy to read
The rich-text editor offers bold, italics, links, lists, colours and fonts. It suits concise emails, follow-ups and messages linking to previous offers, focusing attention on the reply and next step.
Text: prepare WhatsApp conversations
Plain-text format supports CRM WhatsApp messages. Prepare reusable content in a conversational tone. Opening WhatsApp or WhatsApp Web with prefilled text leaves checking and sending to staff.
A simple email with your property’s style
Alongside graphic templates for stay offers, you can use a letterhead template with a preset header and footer. Write the body yourself or have AI prepare it, then review, personalise and send it as a normal email.
Bring data and words together
The dynamic fields, called shortcodes, are placeholders replaced at send time. Include details such as guest name, stay dates, nights, adults, children and ages, pets and offer validity.
For example, a greeting with [[name]] and a summary with [[checkin]] and [[checkout]] use the offer’s available data. The shortcode legend helps select relevant fields: booking messages have dedicated fields such as dates, reference and total.
The editable text areas leave room for personal replies while preserving template design. Explain an option, answer a question or describe a relevant service. These areas work in Composer, list sends and automation according to active features.
With compatible integrations, templates can include available accommodation with prices and links. With an integrated booking engine, every proposed rate has its own booking button. Available information and transferred data depend on the configured integration.
Fields also cover property name, website, social media and, with relevant services active and connected, online check-in, Survey questionnaires and Rewards enrolment. Adding a field does not activate the service.
See how a personalised offer is composed →
Prepare languages and surface relevant templates
Each template has a language: Italian, English, German or French. Using one design in four languages requires four versions; selection considers the guest’s language. This lets you adapt tone and information to each audience rather than assuming automatic translation.
Suggestion rules help navigate prepared templates. Configure conditions for units, adults, children, total guests, arrival/departure dates, pets, availability and type/rate codes. Matching designs appear in Composer under Suggested templates.
For a family enquiry, for example, prepare a template highlighting services actually available. For unavailable dates, prepare a suitable response. The property defines content and rules; suggestions support staff selection and review before sending.
Reuse content with shortcuts
Restaurant descriptions, directions or recurring replies can become reusable content. Shortcuts appear as Composer buttons organised by label, colour, category and language. Add notes, enable them and drag to reorder.
The Content shortcuts fill text and data: title, subject, dates, discount code, validity, units, adults, children and ages, types and editable area. Depending on configuration, content can replace, append to or precede existing content, with a separator.
For example, a guest asks about dining at the property. Insert the current restaurant description and complete it with a specific answer. Reusable text still needs checking: services, dates and terms must match the proposed stay.
This also supports continuity at reception: carefully prepared recurring information can be used by staff while attending to each conversation.
Give AI instructions, then check the draft
The AI prompt shortcuts differ from ready-made wording: they add instructions, such as a formal tone or attention to a regular guest. They accumulate as tags and apply to the next generation, only with AI active.
The assistant drafts editable areas using the property Knowledge Base and available enquiry and integration data. Staff review, edit or regenerate before sending.
Templates define presentation, shortcuts insert content or instructions, and AI supports writing. Keeping them distinct helps decide what to reuse and where a dedicated reply is needed.
Explore artificial intelligence →
Organise templates for use at the right moment
The message type — Offer, Message/Newsletter or Check-In — determines where a template is selectable: Composer, mailing lists, automation or check-in sending. Names, descriptions and notes identify it. Manage enabled, draft and default status, or duplicate it for a variation.
Before using a new template, preview it with relevant data: recipient, language, dates, content and links must be consistent. When services or terms change, also revise reusable wording describing them.
Templates and shortcuts are part of the FastReplyMail base product. Newsletters require CRM, check-in links require Fast Check-In and AI features require their component. Offer automation is in the base product; guest and booking automation requires CRM.
Discover newsletters and lists → · Explore automation →
Start with the messages you write every day
A typical enquiry, recurring question and pre-arrival message are good starting points. Together, we can decide what to reuse, where to insert dynamic data and what space to leave for a personal reply.
The aim is recognisable communication that clearly presents value: less repetitive reception work and more attention to relationships that may lead to direct bookings and return stays.