Transform Your Customer Communication: Build Better Email Templates with ChatGPT

Answering emails can become very repetitive, very quickly. As you’ve most likely realized, your customers tend to have the same questions. The obvious solution is to build email templates for specific inquiries, especially the ones you keep getting. I’m sure you want to spend as little time as possible doing so. So how can you build templates quickly without compromising on quality?

Personally, I recommend using ChatGPT. As I’ve seen firsthand the quality with which it can grasp the intention and tone of emails.

In this bi-weekly edition of “Serving the Industry” I’ll cover the usefulness of an email template and the best prompts to create the perfect templates in seconds using AI.

The goal of the template isn’t to simply copy/paste what ChatGPT gives, even though you could. But rather to have a rough draft on hand for every email to answer. Following this template, you can add specific details depending on the inquiry. Leading to quicker and more thorough follow-ups with your customers. You’ll instantly notice the change in tone and their attitude once they arrive on-site for their reservation.

This is a great opportunity to create a GPT to better personalize ChatGPT’s answers. For those who don’t have a membership with ChatGPT or simply don’t want to make a GPT, I’ve got you covered!

Use “Table Talk Coordinator”: ChatGPT - Table Talk Coordinator (openai.com)

Building a Prompt for Effective Communication and Coordination of Restaurant Holiday Events

1. Update GPT with Current Availability and Procedure

Step 1: Inform Table Talk Coordinator of your current availability and procedures. Let the GPT know any pertinent information.

Example:

We only have availability for groups on the 17th of December. Our private room is booked all other days. Here's the link to our group menus: www.ai-solution.ca.

?

Now enter this information through the prompt and hit enter. The GPT now knows your specific procedures and current availability. I don't recommend entering the email address for bookings out of privacy concerns.

2. Preparing for Peak Holiday Event Requests

You can now collect recurring questions you receive by email, or on your social media platforms.

For example, you most certainly receive a very high number of corporate requests for group events during the holidays!

Example:

Hi,

I work at AI-Solution, and we’re looking for a place to host our holiday party. Do you have a private room for 20-25 people? Do you have availability Thursday, December 7th or 14th?

We would also like a set menu. Is this possible?

Thank you!

To which Table Talk Coordinator will create an answer, something like:

Dear AI-Solution Team,

?

Thank you for considering our restaurant for your holiday party. We are delighted to assist you with your event planning.

?

Regarding your inquiry about a private room, we do have a space that can comfortably accommodate 20-25 people. However, I would like to inform you that our private room is fully booked for the dates of December 7th and 14th. We do have availability for groups on December 17th if this date works for your schedule.

?

We also offer set menus for group events. You can view our group menus by visiting www.ai-solution.ca to explore the options we provide.

?

If December 17th suits your schedule or if you have any other preferences or inquiries, please feel free to contact us at [insert email address]. We are more than happy to accommodate your needs and ensure a memorable holiday party for your team.

?

Thank you once again for considering our restaurant for your special event.

?

Warm regards,

?

[Your Name]

[Your Position]

[Restaurant Name]

3. Provide Stellar Customer Service in Less Times

You can now answer customer inquiries in seconds or simply build out templates for turn downs or for instances you can book a reservation.

You can ask the GPT to provide more generic templates to leave room for creativity.

Balancing Automation and Personalization in Restaurant Operations

Using GPTs like "Table Talk Coordinator" can give you the means to save a huge amount of time during busier periods like the holidays. Coupling task-automation with the intent of providing a better service offers a powerful combination for restaurant operators.

Remember, the key is not to rely solely on AI-generated content but to use it as a starting point for crafting responses that resonate with your clientele, reflecting the unique character and ethos of your restaurant.

-

Article written by: Louis-Gabriel Lafontaine-Hebert

Co-founder, AI-Solution

12/17/2023

*Please note: AI was used to generate titles in this article. However, all content was written by the author, and based off his personal experiences.

Ready to see how AI-Solution can transform your restaurant's technology experience? Contact us today for a personalized demo and find out what AI can serve up for you. Our team is ready to enhance your guests' dining experience, one digital interaction at a time.