Email assistant

AI email assistant for hotels

Save hours every week. Penpally turns guest messages into clear, personalized replies using your hotel's data and tone of voice.

Works in Gmail/OutlookHotel‑tone draftsData from PMS

Trusted by modern hotel teams

From 5 minutes to 20 seconds

Penpally reduces time per email from minutes to seconds by generating accurate, on‑brand drafts you can approve in a click.

70%

less time on emails

1 day

to onboard

24/7

AI availability

Why hoteliers care

Less typing. More time with guests. Clear, consistent communication every time.

Consistent tone

Drafts match your brand voice and cite the right policies and sources.

Train once, scale everywhere

Shared knowledge and templates help new staff ramp faster and maintain standards.

Better upsell moments

Context‑aware suggestions for room upgrades, late checkout and experiences.

Feature highlights

Purpose‑built for hotel email at front‑desk speed.

Inbox integrations

Works directly in Gmail and Outlook with approvals and comments — no tab switching.

Citations & audit

Every answer can link back to sources for quick review and compliance.

Multi‑language

Write in 25+ languages with region‑appropriate phrasing and tone presets.

Set up in minutes

No new inbox. Works with the tools your team already uses.

1. Connect email & PMS

Connect Gmail/Outlook and your PMS so drafts include names, dates, room types and policies.

2. Add knowledge

Upload policies, SOPs, menus and FAQs so replies are grounded in your hotel's facts.

3. Review & send

Drafts appear where your team already works. Approve, tweak, and send with one click.

“With Penpally, our reception saves hours each week on emails — and spends more time with guests.”

— Susanne, Hotel Director

Email Assistant FAQs

Answers to common questions about setup, accuracy and workflow.

Email assistant generating branded hotel replies

Booking changes

Modify dates, handle cancellations and answer policy questions with data‑aware drafts that cite the right policy or source.

Concierge requests

Recommend restaurants, transfers and experiences using your saved knowledge and up‑to‑date local tips to delight guests.

Customer case

Stammershalle Badehotel

Onboarded in one day. Saving dozens of hours each month on emails with Penpally AI — while keeping full control over tone and policy.

Read the Stammershalle case →