# Visitor arrival instructions email prompt: free ChatGPT template > Write a clear arrival email for a visitor: where to park, which door, who to ask for and what to bring, so the front desk isn't answering the same call. Source: https://learn.ynteractive.com/content/prompts/visitor-arrival-instructions-email-prompt · Updated 2026-10-02 · Free from Stepthrough (https://learn.ynteractive.com) [Customer emails](https://learn.ynteractive.com/content/prompts#job-customer-emails) · [Operations](https://learn.ynteractive.com/content/prompts#industry-operations) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 2, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) 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](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text 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](https://learn.ynteractive.com/content/n8n-ai-agent-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. Copy example ```text 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](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): 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](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails)**: 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](https://learn.ynteractive.com/modules/chatgpt-reply-faster) Also useful: [Build an n8n AI Agent That Plans Your Content Calendar](https://learn.ynteractive.com/content/n8n-ai-agent-content-calendar) ## Terms used here [Follow-up email](https://learn.ynteractive.com/content/glossary/follow-up-email) · [Prompt constraints](https://learn.ynteractive.com/content/glossary/prompt-constraints) · [Output format](https://learn.ynteractive.com/content/glossary/output-format) ## Related prompts - [Service appointment confirmation prompt](https://learn.ynteractive.com/content/prompts/appointment-confirmation-email-prompt): How to write an appointment confirmation email or text: a free ChatGPT prompt and examples with the day, arrival window, prep… - [Interview scheduling email prompt](https://learn.ynteractive.com/content/prompts/interview-scheduling-email-prompt): Invite a candidate to interview with all they need: time options, place, who they'll meet, what to expect, an accommodation line… - [Consultation booking confirmation prompt](https://learn.ynteractive.com/content/prompts/consultation-booking-confirmation-prompt): Confirm a booked consultation in one clear email: date, time and how to join, what to bring, what it costs, and how to… ## More customer emails prompts - [Warranty claim reply prompt](https://learn.ynteractive.com/content/prompts/warranty-claim-reply-prompt): A ChatGPT prompt for answering "this should be under warranty": what your warranty covers, what the maker covers, and an… - ["What do I do until you get here?" prompt](https://learn.ynteractive.com/content/prompts/emergency-what-to-do-until-we-arrive-prompt): Answer an emergency caller with safety first: your approved wording for calling 911 or the utility, what to stay away from, and… - [Wrong order reply prompt](https://learn.ynteractive.com/content/prompts/wrong-order-reply-prompt): A ChatGPT prompt for when a customer gets the wrong items: own it, name the exact replacement, say what to do with the wrong… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)