An offer that conveys the value of the stay
Someone requesting a quote wants to know whether your property suits their trip. Dates and price matter, as do suitable accommodation, answers to questions and clear information about your proposal.
FastReplyMail lets you create personalised quotes and offers for hotels and accommodation providers in a single composition screen: the Composer. Stay details, templates, text and booking links work together to guide the guest’s decision.
A direct proposal is an opportunity to present your hospitality in your own voice and develop a lasting relationship. Highlighting what makes the stay relevant supports sales opportunities and revenue without relying entirely on discounts. Developing the direct channel can also reduce OTA commissions: assess profitability with contact acquisition and management costs included.
Start with the guest’s needs
When replying to an incoming enquiry or an email in a connected mailbox, the Composer opens available details and keeps the original message alongside. Read the guest’s questions while building the response, preserving context.
Set or check arrival and departure dates, adults, children and ages, pets, contact details and notes. Record the source channel, choose the language and define offer validity, which can appear in the text through dynamic template fields.
With the CRM available, type a surname to select an existing guest: the system prefills details and shows the most recently booked accommodation type and rate, where available. This helps recognise returning guests and formulate a relevant proposal while confirming their new stay requirements.
Discover how to organise incoming enquiries →
Compose the stay offer and check options
Include multiple accommodation units in the same offer, choosing each type, rate, board basis and offer or discount from the property’s mappings. Booking engine codes are presented with staff-friendly names.
Information available in the Composer depends on the connected booking engine:
- Availability: where supported, an indicator checks the selected dates and occupancy and shows whether accommodation is available, unavailable or being checked. It also indicates when checking is inactive.
- Calendar: with compatible engines, browse dates and view any closed-to-arrival or closed-to-departure restrictions.
- Prices and accommodation: with supporting integrations, the template can display available accommodation, prices and associated booking links.
This connection helps build a proposal using the property’s system data. Capabilities vary by integration: during the demo, we check what is available with your booking engine.
Shape the proposal with relevant templates and content
The template keeps the offer’s presentation consistent with the property. Add guest-specific text in editable areas; dynamic fields include details such as name, dates, occupants and validity.
Configured rules can suggest templates based on language, availability and enquiry characteristics such as children or pets. Shortcuts reuse content and data without rewriting. Templates are prepared for each language; this is not blanket automatic translation of all content.
A personalisation example: a family asks about a stay with children. Choose a relevant template, suggest suitable accommodation and explain the services actually available that answer their questions. This is an example of staff work, not guaranteed automatic selection of services or packages.
The same care applies to a couple, a regular guest or someone travelling with a pet: highlighting what matters to that person can strengthen the direct proposal.
Explore templates and content →
Use AI for writing support
With AI features active, “Generate with AI” prepares a draft for customisable offer areas. It uses the property’s Knowledge Base, the original message, available stay data and, where present, CRM and integration information.
Add instructions about tone or aspects to highlight. The draft stays in the editor: reread it, check services, dates, prices and terms, then correct or regenerate it before sending. AI supports writing; verification and sales decisions remain with staff.
Explore artificial intelligence features →
Check the offer and make booking clear
Before sending, check the preview for presentation, data and text. The spam assessment flags potentially problematic content for correction; it does not guarantee inbox delivery.
Save a draft, send, or use “Send and reuse” to start from the proposal for another guest, checking recipient and details again. If you cannot make an offer, archive it with a configured reason, such as dates unavailable: archiving is not sending.
From rate to booking, the journey is already connected. With the property’s booking engine connected, each proposed rate has its own CTA: a button taking the guest to the page for completing the chosen booking. Booking is completed in the booking engine under its conditions and availability; transferred data depends on the configured integration.
This supports the direct channel: from a conversation with the property to a personal proposal and the opportunity to book through its own system.
Share by email or WhatsApp and continue the conversation
The offer can be emailed, resent and viewed online. Copy its URL or use sharing to open WhatsApp or WhatsApp Web with prefilled text to check and send.
WhatsApp sharing supports staff work: it does not send automatically or collect conversations in a WhatsApp inbox within FastReplyMail.
To follow up after the first send, offer automations let you configure follow-ups with dedicated rules. The Composer does not offer manual scheduling of a future send. Continuing contact with relevant messages helps nurture the sales opportunity; relationships and loyalty develop beyond the first proposal too.
Discover email and WhatsApp → · Explore automation →
Find offers and interpret available signals
Dedicated views show sent offers, detected opens and links to bookings. Filter by recipient, status, language, template, staff member, sending or stay dates and archive reason. Export lists as CSV; with the CRM and appropriate filters, create mailing lists to use according to available consent.
Status history helps follow the offer’s journey, but signals need correct interpretation:
- Sent means the outgoing SMTP server accepted the message without errors; it does not certify arrival in the guest’s mailbox.
- Read is the status name associated with a detected open. Email previews and settings can affect the data: it does not demonstrate that a person read the text.
- Booked requires a compatible system to import a booking with the offer reference. Bookings completed by telephone or another route are not automatically attributed.
This information helps observe the sales journey and improve proposal presentation. To assess revenue and margin, also consider actual bookings and the costs of channels used.
Discover dashboards and statistics →
Build the right journey for your property
Offers, Composer, templates and shortcuts are part of the base FastReplyMail product. CRM and AI features are optional components; prices, availability and booking attribution depend on configured connections.
Start with a typical enquiry and your booking engine. In a demo, we can show how to turn stay details into a clear, relevant, recognisable proposal that supports direct booking opportunities.