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Visitor arrival instructions email prompt: free ChatGPT template

Customer emailsOperationsWorks in ChatGPT, Claude, Gemini and Copilot

Updated · By Robert Breen

Use this when a client, candidate or vendor is coming to your office and the front desk keeps taking the same calls: where do I park, which door, what floor. People arrive stressed when directions are vague. This prompt turns your office's quirks into a short email: parking, entrance, check-in, who they are meeting and what to bring. You supply the facts, so it never makes up a landmark or a suite number, and it adds a line about what to do if they get lost.

The prompt

Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.

Role: You are an office manager writing arrival instructions for a visitor.
Context: The visitor is [VISITOR AND PURPOSE], arriving [WHEN AND WITH WHOM]. Our address: [ADDRESS]. Parking: [PARKING]. Entrance and check-in: [ENTRANCE]. What to bring: [WHAT TO BRING]. Building quirks people usually get wrong: [QUIRKS].
Task: Write a friendly arrival email in the order a visitor needs it: the date, time and who they are meeting; how to get there and park; which door and what to do on arrival; what to bring; the building quirks; and a number to call if they are lost. Use only the facts above, and if a fact a visitor needs is missing, such as the suite number, list it under "TO CONFIRM" at the end instead of guessing.
Format: A subject line with the date and time, then a short email under 180 words using short lines and a simple list for arrival steps. Warm and practical. No emoji.

Fill in the blanks

[VISITOR AND PURPOSE]
The visitor's first name and why they're visiting, such as an interview or a vendor meeting.
[WHEN AND WITH WHOM]
The full date, the start time, and who they are meeting with their role.
[ADDRESS]
The full street address and suite, copied exactly.
[PARKING]
Where to park, any cost or permit, and how to get validated.
[ENTRANCE]
Which door, intercom or desk, and what to say or sign.
[WHAT TO BRING]
ID, documents or nothing at all.
[QUIRKS]
Things visitors always get wrong, such as the shop door being the wrong door.

Example, filled in

A made-up example from the free lesson Build an n8n AI Agent That Plans Your Content Calendar. Harbor & Pine Coffee Roasters is the made-up coffee company from the marketing lessons. The roastery's layout and the visit are invented for this example.

Role: You are an office manager writing arrival instructions for a visitor.
Context: The visitor is Kenji, coming for a packaging supplier meeting, arriving Wednesday, November 5 at 10:30am to meet Maya, the owner. Our address: 52 Dock Street, Building B. Parking: the free lot behind the building; the front lot is for customers only. Entrance and check-in: use the green side door, not the shop door; sign the visitor sheet at the roasting office. What to bring: product samples if any. Building quirks people usually get wrong: the shop entrance is on the other side, and there is no sign for Building B from the street. Also include a number to call if lost: 555-0142.
Task: Write a friendly arrival email in the order a visitor needs it: the date, time and who they are meeting; how to get there and park; which door and what to do on arrival; what to bring; the building quirks; and a number to call if they are lost. Use only the facts above, and if a fact a visitor needs is missing, such as the suite number, list it under "TO CONFIRM" at the end instead of guessing.
Format: A subject line with the date and time, then a short email under 180 words using short lines and a simple list for arrival steps. Warm and practical. No emoji.

What a good answer looks like

  • The email opens with Wednesday, November 5 at 10:30am and Maya's name.
  • The parking line says the back lot, and that the front lot is for customers.
  • The green side door appears as a clear step, with the warning that the shop door is the wrong one.
  • The phone number is included and nothing extra, like a landmark you didn't mention.

How to check it before you use it

An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.

  • Walk the route in your head as a stranger. If a step needs local knowledge, add it.
  • Send the email to a colleague who has never visited and ask if they would find the door.
  • Check the address, date and weekday against the invite, because the email and the calendar must match.
  • Keep the version as a template and reuse it, changing only the visitor, date and host.

Practice it in the free lesson

Reply Faster: Turn a Messy Customer Email Thread into a Clear, Friendly Reply: Turn a messy customer email thread into a clear, friendly reply: give ChatGPT the thread and your facts, check every promise, fix the tone, and send it from Gmail. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.

Start the free lesson

Also useful: Build an n8n AI Agent That Plans Your Content Calendar

Terms used here

Follow-up emailPrompt constraintsOutput format

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