SOP Procedure for Sales Trip / Sales Visit
SOP Number: S&M – 02
Department: Sales and Marketing – Sales
Date Issued: 15-May-2017
Time to Train: 30 Minutes
Sales Trip / Visit Standard procedure:
Sale Manager's should make scheduled business trip to the customer office.
Prepare the sales kits, Brochures, presentation and other necessary hotel information before visit.
In case of outstation sales visit then reserve the air tickets and the accommodation according to the budget and get approval from Director of Sales before making the booking.
Contact customer's or key decision makers at least one-week in advance and enter the scheduled time in the sales and marketing software.
Visit the clients as per the schedule and reach the location before the scheduled time.
Present the sales kit and if required give an overview / intro presentation about the hotel.
Enquire about Hotels used, Volume of room nights, Rates and Inclusive opted for.
Enquire if Travel desk available in the company and the billing process.
Sales executives shouldn't give any confirmation regarding credit facility / credit limit.
Explain about hotels booker's reward program or loyality program and provide the necessary information.
Enquire about key decision makers involved in the company.
Answer any questions from the booker, for questions which require further approval inform the booker that you will get back to him / her.
Invite the booker for a site visit / hotel visit.
Prepare a detailed report about the sales visit.
Fill the petty cash voucher for the sales trip cost and attach with the sales trip schedule, Forward the proposal to Director of sales and Accounts manager's for review.
Enter the sales visit report / outcome of the visit on to the S&M software.
Update the status (open / close /follow-up) of the sales visit on to the S&M software.
Pass the expenses and sales call report for the day to Director or Sales for review.
Claim the expenses attached with all necessary receipt.
Give a copy of sales call report to General Manager for final review.
Once approved by the DOS pass on the approved expenses report to the accounting for final approval and reimbursement.
Training Summary questions:
Q1. How to handle sales visit?
Q2. What preparation need to be done before going for a sales meeting?
Q3. List the details which need to be enquired from the booker?
Q4. Should the sales executives confirm a credit facility during the meeting?
Q5. Why it is important to update sales visit outcome report and status on the S&M software?