Corporate Rate Application Letter For Hotels

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Corporate Rate Application Letter Sample For Hotels

Sending a corporate rate application letter to a hotel serves the purpose of initiating a formal request for a discounted rate on accommodations for business travellers. The letter aims to establish a long-term partnership between the company and the hotel, emphasizing cost efficiency, a streamlined booking process, and customized terms.

It provides an opportunity to showcase the company profile, express appreciation for the hotel’s services, and build a positive rapport. Ultimately, the goal is to facilitate communication, negotiate mutually beneficial terms, and create a foundation for an ongoing relationship.

Sending a corporate rate application letter to a hotel serves several purposes:

  1. Cost Efficiency:
    • Establishing a corporate rate allows businesses to negotiate discounted rates for their employees’ accommodations. This can lead to significant cost savings, especially for companies with frequent business travelers.
  2. Streamlined Booking Process:
    • A corporate rate agreement simplifies the reservation process for both the company and the hotel. It often includes streamlined booking procedures, making it easier for employees to secure accommodations.
  3. Long-term Partnership:
    • The letter serves as an introduction and a formal request to establish a long-term partnership between the company and the hotel. This can lead to a mutually beneficial relationship, where the hotel gains a steady stream of business, and the company benefits from preferred rates and services.
  4. Customized Terms and Conditions:
    • The application letter opens the door for negotiations on terms and conditions, including rates, billing procedures, cancellation policies, and any additional services or amenities that might be offered exclusively to corporate clients.
  5. Showcasing Company Profile:
    • Attaching the company profile with the application letter provides the hotel with insights into the business, its size, and potential volume. This information helps the hotel assess the value of establishing a corporate partnership.
  6. Facilitating Communication:
    • The letter prompts a response from the hotel, leading to further communication and, ideally, a face-to-face meeting. This allows both parties to discuss the specifics of the corporate rate agreement and ensure that the terms are mutually agreeable.
  7. Building Rapport:
    • The letter is an opportunity to express appreciation for the hotel’s services and showcase why the hotel is the preferred choice for the company’s accommodation needs. This helps in building a positive rapport between the company and the hotel.

Corporate Rate application letters are used for Companies, Travel Agents, and other bookers to avail special rates in hotels. Such letters are submitted by the sales/account manager to the hotel management to get approval for special rates and credit facilities for this establishment.

The letter contains details like the Company’s Full name, Address, email, fax, contact number, Main contact person for reservation, Contact person for the invoice, Type of account, etc.

After the corporate letter is reviewed by the hotel management a ‘Company Volume Guaranteed letter / CVGR ‘ is issued to the company.


[HOTEL LOGO]

CORPORATE RATE APPLICATION FORM (Sample)

Company Name:_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Address             :_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

                           _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

                           _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _

Main Contact    :_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Designation      :_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Telephone        : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Ext. _ _ _ _ _ _ _ _ _ _ _ _ _

FAX                   :  _ _ _ _ _ _ _ _ _ _ _ _ _ _ _  Mobile:_ _ _ _ _ _ _ _ _ _ _ 

Business Nature  :  _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Type of Account  :  [  ] Travel Agent   [  ] Government              [  ] Corporate

                              [  ] Airline            [  ]  Event Management   [  ]  Embassy

                              [   ] Convention    [  ]  Direct 

Required Credit Limit:  _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

Potential Room Nights: [  ] 10 – 50   [  ] 51 – 100  [  ] 101 – 500  [  ] 501 – Above 

OFFICE USE

Rate Code Applied:  _ _ _ _ _ _ _ _ _ _ _ _ Other Discounts _ _ _ _ _ _ _ _ _ _ _ _

Sales Manager / Account Manager: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _


Corporate Rate Application Letter Sample For Hotels

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Hotel Name] [Hotel Address] [City, State, ZIP Code]

Dear [Hotel Manager/Corporate Sales Manager],

I hope this letter finds you well. My name is [Your Name], and I am writing to express my interest in establishing a corporate rate for our organization with [Hotel Name]. As a [Your Position] at [Your Company], I frequently arrange accommodations for our employees, clients, and partners who travel to [City] for business purposes.

After careful consideration, we have identified [Hotel Name] as our preferred choice for accommodation due to your outstanding reputation for providing exceptional service and comfortable accommodations. Your hotel’s convenient location, excellent amenities, and positive reviews make it an ideal choice for our business travellers.

In light of our consistent need for lodging services, we propose establishing a corporate rate agreement to facilitate a mutually beneficial partnership. A negotiated corporate rate would not only streamline our reservation process but also contribute to a cost-effective solution for our organization.

To further discuss the details of a potential corporate rate arrangement, I would appreciate the opportunity to schedule a meeting at your earliest convenience. During the meeting, we can explore the terms and conditions, including rates, billing procedures, and any additional benefits or services that may be available to our corporate guests.

Please find attached our company profile, which provides an overview of our organization and the potential volume of business we can bring to [Hotel Name]. I am confident that a partnership between [Your Company] and [Hotel Name] will be mutually advantageous.

Thank you for considering our proposal. I look forward to the opportunity to discuss this matter in more detail and explore how we can establish a lasting and beneficial partnership.

Should you have any questions or require additional information, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].

Thank you for your time and consideration.

Sincerely,

[Your Name] [Your Position] [Your Company]


Corporate Rate Application Email Sample For Hotels

Subject: Request for Corporate Rate Partnership

Dear [Hotel Manager/Corporate Sales Manager],

I hope this email finds you well. My name is [Your Name], and I am writing to express our interest in establishing a corporate rate partnership with [Hotel Name]. As [Your Position] at [Your Company], I am responsible for coordinating accommodations for our team members who frequently travel to [City] for business purposes.

We have consistently chosen [Hotel Name] for our stays due to your excellent reputation for providing top-notch service and comfortable accommodations. The positive feedback we’ve received from our team members further reinforces our belief that your hotel aligns perfectly with our business needs.

Considering the frequency of our visits to [City], we believe that a corporate rate agreement would be mutually beneficial for both parties. Such an arrangement would not only simplify our reservation process but also contribute to a cost-effective solution for our organization.

I would appreciate the opportunity to discuss the details of a potential corporate rate partnership further. Could we schedule a brief meeting at your convenience to explore the terms and conditions, including rates, billing procedures, and any additional benefits or services available to our corporate guests?

Attached to this email is our company profile, providing an overview of [Your Company] and the potential volume of business we can bring to [Hotel Name]. We are confident that a partnership between our organizations would be advantageous for both sides.

Thank you for considering our proposal. I look forward to the possibility of establishing a lasting and beneficial corporate rate partnership with [Hotel Name]. Please feel free to reach me at [Your Phone Number] or [Your Email Address] if you have any questions or require further information.

I appreciate your time and consideration and look forward to the opportunity to discuss this matter in more detail.

Best Regards,

[Your Name] [Your Position] [Your Company] [Your Contact Information]


Corporate Rate Application Letter To Hotel Sample

Dear [Hotel Name],

I am writing to inquire about the possibility of receiving a corporate rate for our company’s frequent stays at your hotel. As a [company name] employee, I have personally enjoyed my stay at your property and appreciate the level of service provided by your staff.

Our company regularly sends employees to [city name] for business purposes and we believe that your hotel would be an excellent choice for their lodging needs. We are hoping to establish a long-term partnership with your property and would be grateful for any discounts or special rates that you can offer.

Please let me know if this is something that your hotel would be willing to consider. Thank you for your time and attention to this matter. I look forward to hearing from you soon.

Best regards,

[Your Name]



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