For Travel Agents ·
What you'll accomplish
By the end of this guide, you'll have a personal prompt library covering every communication type you send repeatedly — newsletters, follow-ups, post-trip sequences, packing lists, and difficult emails — ready to use with one paste into ChatGPT. You'll cut your email and content writing time by 60–80%.
What you'll need
Every ChatGPT session starts fresh — you need to paste your briefing at the beginning of any new conversation to get in-context output.
Create a "Master Briefing" you paste at the start of every session:
You are a writing assistant for [Your Name], a travel advisor specializing in
[your specialty]. My typical clients are [profile: age, travel style, budget].
My communication tone is [warm and expert / sophisticated and personal / friendly
and knowledgeable]. I avoid clichés like "once-in-a-lifetime" and "breathtaking"
— I use specific, sensory language instead. My agency is [Agency Name] based in
[city]. I work with these preferred suppliers: [list your top 5].
Save this in a document titled "ChatGPT — [Agency] Briefing" in your Notes or Google Drive.
Open a new Google Doc called "[Agency] ChatGPT Prompt Library" and create a section for each communication type:
Section 1: Proposal Narratives
[PASTE BRIEFING FIRST]
Draft a [X]-day [destination] proposal narrative for [client profile]. Interests:
[list]. Must-avoids: [list]. Budget: [range]. Hotels: [tier or specific properties].
Write day-by-day with hotel rationale, experience descriptions, and why this suits
this specific client. Use sensory language. 800-1000 words total.
Section 2: Post-Consultation Follow-Up
[PASTE BRIEFING FIRST]
Write a post-consultation email to [client name(s)] who inquired about a [destination]
trip. Key details they mentioned: [summary]. Budget: [range]. Dates: [timeframe].
Confirm we can create this trip. Outline our next 3 steps. Invite them to [specific
next action]. Warm but professional. Under 200 words.
Section 3: Monthly Newsletter
[PASTE BRIEFING FIRST]
Write a 400-word travel newsletter for [month]. Theme: [topic]. Target: my client list
of [client type]. Open with a personal hook (I'll add this). Generate the body
only. End with this CTA: [your CTA]. Tone: curious, personal, not promotional.
No clichés. Use specific examples and vivid details.
Section 4: Post-Trip Follow-Up Sequence
[PASTE BRIEFING FIRST]
Write a 3-email post-trip sequence. Client: [name(s)], Trip: [destination + type],
Return date: [date]. Email 1 (day of return): 2-sentence warm welcome home, ask for
one highlight. Email 2 (day 3): ask for their favorite moment + one surprise. Email 3
(day 14): suggest next trip based on what they loved + ask for Google review with link.
Each under 80 words.
Section 5: Packing List
[PASTE BRIEFING FIRST]
Create a complete packing list for [client type] going on a [X]-day [trip type] in
[destination] in [month]. Include: clothing for day/night temps, specialized gear,
health and pharmacy items, key documents, electronics, and 5 things most travelers
to this destination forget. Format as a checklist.
Section 6: Difficult Client Emails
[PASTE BRIEFING FIRST]
Write a professional email to [client name] about [difficult situation — price
increase, cancellation, rebooking, hotel unavailability]. Situation: [details].
Our solution: [what you're offering]. Tone: empathetic, solution-focused, professional.
Under 200 words. Don't be over-apologetic — be competent and caring.
Section 7: Social Media Captions (Batch)
[PASTE BRIEFING FIRST]
Write 7 Instagram captions for my [destination specialty] content. One per day:
Monday [destination spotlight], Tuesday [travel tip], Wednesday [client trip reveal —
anonymized], Thursday [behind-the-scenes as an advisor], Friday [weekend travel idea],
Saturday [lesser-known destination angle], Sunday [personal travel reflection].
Each 2-3 sentences. No hashtags (I add those). My clients love: [what they value].
After 2 weeks of using the library: