Reservations email

The inbox you open last, handled first.

Offer requests, group enquiries and long questions still arrive by email, and they are the slowest to answer. Concierva reads each one, checks your availability and prices, and prepares a reply with your signature, in the guest’s language. Your team reviews, adjusts if needed and sends.

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01 — The problem

Every offer request means the same twenty minutes

“Two rooms for 18–20 April, breakfast included, what would it cost?” To answer, someone opens the calendar, checks which rooms are free, works out the price for two nights, copies the cancellation terms and writes a polite email. Then a wedding planner asks for twelve rooms in June, and that one waits until the manager has an hour. Email is where some of the most valuable requests arrive, and where they wait the longest.

Emailreservations@ · Offer for 2 rooms, 18–20 April

Hello, we are two couples travelling to Kinsale in April. Do you have two double rooms for 18–20 April, with breakfast? What would the total be?

Concierva

Dear Andrea, thank you for your enquiry. For 18–20 April we can offer two Double rooms with harbour view at €150 per room per night, breakfast included, so €600 for the two nights. Reply to this email to confirm and we will send the booking details. Warm regards, Reception · The Linden House

draft · ready for your team

Example conversation

02 — How it works

How it works

I.Step 1

Connect your reservations address

During setup we connect the email address guests already write to, and add your rooms, rates, policies and signature.

II.Step 2

Concierva prepares the reply

For an offer request it checks the dates, picks the rooms that are free and writes the reply with the price. Group and event enquiries become a draft for your team.

III.Step 3

You approve and send

Drafts wait in the inbox with everything filled in. You change a line, add a personal touch or send as it is.

03 — What it does

What it does

Offers with real availability

Concierva checks which rooms are free for the requested dates before writing, so the offer matches your calendar.

Prices calculated for the stay

Nightly rate, number of nights and rooms, breakfast or not: the total is worked out from your own rates, not guessed.

Groups and events as drafts

Weddings, team trips and larger bookings are prepared as a structured draft for your team, with dates, rooms and questions to confirm.

Your signature and tone

Replies use your greeting, your sign-off and the way your property usually writes, whether that is warm and personal or more formal.

In the guest’s language

An enquiry in German or Spanish gets a draft in German or Spanish, so nobody has to translate before replying.

Sensitive emails go to a person

Cancellations, refunds, payment questions and complaints are flagged for your team with a short summary, never answered alone.

04 — Compared

Writing every offer by hand / With Concierva

Writing every offer by handWith Concierva
Calendar, rates and email open side by sideAvailability and price already in the draft
Offer requests answered at the end of the dayA ready draft waiting when the team checks the inbox
Group enquiries wait for the managerA structured draft with the details to confirm
Replies in another language take longerDrafts written in the guest’s language
Tone depends on who is on shiftYour signature and tone on every reply

05 — Questions

Questions

Does Concierva send emails on its own?

Offers and group enquiries are prepared as drafts for your team. You can choose later to let simple questions, such as check-in times or parking, be answered automatically.

Can I keep my current email address?

Yes. Concierva works with the reservations address guests already use. We check the connection with you during setup.

How does it know the price?

It uses the rates and availability in your Concierva calendar or your existing PMS, so the offer reflects what you actually have free.

What about weddings and large groups?

These are always drafts. Concierva collects the dates, number of rooms and open questions, and your team decides on the final offer.

Will guests notice the reply was prepared by AI?

Replies use your signature and your usual way of writing, and your team reviews them before they go out. Many properties simply see faster, more complete answers.

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