5 Ways Travel Advisors Can Use AI to Save Time Every Week

Time-saving AI strategies and ChatGPT prompts tailored for travel advisors

When ChatGPT handles the admin, you get to sip the coffee while it’s still hot

If you’ve ever felt like there aren’t enough hours in the day to run your travel business, from managing enquiries to building itineraries, posting on socials, and following up with clients, you are not alone! This is me too!

The good news? You don’t have to do it all manually anymore.

AI tools like ChatGPT aren’t here to replace travel advisors. They are here to give you time back, help you market with confidence, and elevate the service you offer your clients. Whether you're a home-based agent, boutique agency owner, or looking to grow your personal brand, these strategies are designed to work with how you already operate.

In this guide, I’ll walk you through five practical ways to use AI in your business today From writing personalised emails to comparing tours or creating ready-to-send social posts, with real prompts you can copy and use today.

Top 5 Ways Travel Advisors Are Using AI Right Now

• Write better, faster social captions - No more staring at a blank screen.

• Build itinerary outlines in seconds - Get new ideas for trips you already know.

• Personalise emails without starting from scratch - Save time, feel hands-on.

• Compare tour options - Let AI do the admin so you can focus on advice.

• Plan your weekly email content - Stay visible with way less effort.

1. Write Social Captions Faster (That Actually Convert)

Yes, AI can write an Instagram caption. But to make it sound like you, and connect with your people, you need to give it the right prompt.

The secret? Don’t just say what the post is about. Describe who the post is for, the tone you want, and the kind of response you’re aiming for.

Example Prompt (Customisable):

Write an Instagram caption promoting a Croatian sailing adventure for a family of 4. The clients are well-travelled, high-income professionals who value quality and privacy. The tone should be warm, knowledgeable, and subtly luxurious. Emphasise the experience of island-hopping, private chefs onboard, and remote beaches. Include a call to action to reach out for bespoke itineraries.

You can adapt this same structure for (examples):

• A honeymoon in Fiji

• A wellness escape in Ubud

• A luxury rail journey through the Rockies

Just update these key variables:

• Trip type: (e.g. sailing adventure, wine escape, cultural tour)

• Client persona: (e.g. honeymooners, retirees, family travellers)

• Tone of voice: (e.g. playful, elegant, aspirational)

• Luxury level/details to highlight: (e.g. private guides, boutique hotels, hands-on activities)

Customisation tip: You can adjust this prompt to match:

• Trip Style: (e.g. rail journey, food tour, safari, honeymoon)

• Client Type: (e.g. newlyweds, retirees, multi-gen families, solo women)

• Tone of Voice: (e.g. cheeky and fun, calm and sophisticated, adventurous)

• Platform Length: (e.g. ask for a short-form version for Threads or TikTok, or a 2200-character caption for Instagram)

This gives the AI just enough context to write a caption that feels thoughtful, authentic, and relevant. Without sounding like a generic brochure.

2. Build Itinerary Outlines with Suggestive Local Add-Ons

Problem it solves: Repeating the same research again and again for hiking trails, foodie stops, or museum openings, especially when you already know the destination, but want new angles.

Use it for:

• Day-by-day itinerary skeletons based on your client brief

• Recommending free or off-the-beaten-path activities (e.g. local markets or secret beaches)

• Pre-departure tip sheets (what to book ahead, cultural notes, local etiquette)

Example Prompt:

Create a 7-day self-drive itinerary in Puglia, Italy for a couple in their 50s who are passionate about food, wine, and design. Their travel style is boutique luxury. Think stylish hotels, scenic countryside routes, and immersive local stops. Include 1–2 suggestions per day for hidden gem restaurants, markets, or activities they wouldn’t find in a guidebook. Keep the tone warm, elegant, and tailored. Return the results as a bulleted outline with daily highlights.

Customisation tip: Use prompt tags to fine-tune:

• Preferred Travel Style: (e.g. wellness, culture, adventure, slow travel)

• Trip Format: (e.g. self-drive, small group tour, private guide)

• Budget Considerations: Ask for options that feel luxe without being over-the-top

• Client Interests: Think about what excites them. EG: design, wine, architecture, history, and let AI assist with helping you layer that in

3. Personalise Pre- and Post-Trip Emails Without Starting From Scratch

Problem it solves: You want to elevate your client experience without writing everything from scratch. It’s the little touches that impress, but they take time.

Use it for:

• Pre-trip excitement builders (local tips, restaurant ideas, what to pack)

• Welcome-home emails (plus review request + gentle referral CTA)

• Mid-trip check-ins (“Hope you’re loving Florence— don’t miss this wine bar!")

Example Prompt:

Write a personalised pre-departure email for a couple heading to Queenstown for their honeymoon. They love food, nature, and relaxed luxury. Include a warm welcome, suggested reservations for two great local restaurants, a packing tip, and a reminder to download the travel app. Tone should be elegant, reassuring, and friendly

Customisation tip:

• Client Type: Solo adventurer? Multi-gen family? Design the message accordingly.

• Trip Type: City stay vs. self-drive tour vs. remote eco lodge.

• Purpose of Email: Is it a check-in, an upsell opportunity, or a feedback touchpoint?

• Tone of Voice: Always align with how you like speak to your clients. (or this specific client) Do not default to generic "professional."

These types of messages make you feel 100% hands-on — while actually saving you time.

4. Compare Tour Options Like a Pro (Without the Spreadsheet Burnout)

Problem it solves: When clients are considering multiple tour options and want help deciding, but the supplier websites all format things differently, and creating a clean comparison takes forever.

Use it for:

• Comparing 2–3 similar tours side-by-side (e.g. Europe small-group tours)

• Highlighting differences in pace, style, inclusions, and value

• Sending a clean, branded summary to help clients choose

Prompt Example:

Compare these three France small-group tours for a couple in their 60s who value comfort, culture, and a moderate pace. Focus on group size, style of accommodation, level of inclusions (meals, activities), and the pace of travel. Include pros/cons and which client style each tour is best suited for. Present it in a table format followed by a short summary

Then paste in links or descriptions from the supplier websites.

Customisation tip:

• Trip Style: Adventure, luxury, foodie, family, etc.

• Client Type: First time travellers vs. retirees vs. solo travellers

• Tour Size Preferences: Small group, private, or mixed

• Presentation Format: Ask for a table, bullet list, or narrative summary, depending on how you’ll send it to the client and what style you feel your client would prefer to read

Let AI do the heavy lifting for you so you. For an extra bonus (those that have Canva connected) export into your own branded template to send direct to the client)

5. Plan and Write Weekly Email Content (Without Starting From Scratch)

Problem it solves: You want to stay top of mind with your clients — but you’re not sure what to say, and writing from a blank page takes too long.

Use it for:

• Brainstorming newsletter ideas based on what your clients care about right now

• Summarising supplier offers, updates, or destination trends into short, readable content

• Writing multiple subject line options to improve your open rates

Prompt idea:

Create a weekly email to send to clients that includes: one timely travel tip, one special offer for a luxury destination, and a highlight of an emerging destination trend. The audience is high-income, well-travelled couples planning future trips. The tone should be confident, aspirational, and conversational. Include three engaging subject line options and end with a call to action that invites the reader to reach out for ideas or planning support

Customisation tip:

• Target Audience: Couples planning honeymoons? Retirees looking for longer trips? Families? Tailor the angle to the audience and ask for this either for 'each itemised highlight' or the 'entire email'.

• Content Sources: Paste in supplier promos, links, or your own trip notes to turn into a fresh update. Especially great for loading news articles you have collated during the week (either links direct to the resource or to PDF files provided inhouse of newsworthy content).

• Tone of Voice: Friendly and curious? Bold and punchy? You can set it per week depending on the vibe, or urgency you wish for the reader to have with the content you provide them.

• Email Format: Ask AI to return a subject line, intro paragraph, main content block, and CTA

Let ChatGPT help you keep up with email marketing, without spending hours each week figuring out what to say.

What to do next

You don’t need to master every AI tool overnight. Just start with one small shift that saves you time this week.

Whether it’s using a prompt to write your next email, creating a client itinerary skeleton, or crafting a more personalised pre-trip message, these are the kinds of behind-the-scenes improvements that build loyalty and make you stand out.

I’ll be sharing more real-world prompts, use cases, and strategies in future posts. Designed specifically for travel advisors ready to grow and future proof their business.

Got questions or want more AI support? Let’s connect. This is exactly what I help with inside Travel Innovators. Reach out anytime to find out how we can work together to implement time saving tools into your own business today!