SOP - Sales and Marketing - Signing CVGR Contract or Hotel Sales Contract
SOP Procedure for Signing Contract / CVGR - Company volume guaranteed rate contract letter
SOP Number: S&M – 03
Department: Sales and Marketing – Sales
Date Issued: 23-May-2017
Time to Train: 20 Minutes
Sales Contract Signing Standard procedure:
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To negotiate with clients for contract details.
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To prepare the contract according to standard format.
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To fill the contract in certain order.
Ensure Below requirements are included in the Contract:
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CVGR letter to be printed on hotel letterhead.
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Letter need to be Addressed to the booker
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Appropriate greeting need to be used on the letter.
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Introduction about hotel.
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Hotel Features and facility.
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Details of proposed corporate or negotiated rate as per room category.
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Validity of the negotiated rate.
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Details of Inclusions eg: breakfast, taxes, wifi, airport pickup / drop etc.
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Details of addtional charges if any eg: taxes, service charge, breakfast etc.
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Any other facilities or offers as per the negotiated rate eg: airport pickup / drop, free spa, fruit basket, early check-in, etc.
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Reservations and billing guidelines.
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Details of credit limit if any should be mentioned on the letter.
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Cancellation and retention charges policies.
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Contact Details of Reservation, Hotel Direct number, email etc to be mentioned on the letter.
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Signature of Sales manager, Director of Sales (DOS) and Hotel Seal.
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Section for Acknowledgement by the company along with signature and stamp.
! Note: Sample format of CVGR / Company volume guaranteed rate contract.
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The Draft Contract letter should be submitted to the Head of sales for review and approval.
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For any special contract, Director of sales or Sales head must inform GM for approval.
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Sales manager and Director or Sales (DOS) should sign the CVGR before sending to the booker.
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After clients sign the contract, the hard copy must be given to Accounting and Reservation for record.
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Scan and attach the contract letter to the correct company or travel agent profile into the Hotel Sales software / Property management system.
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Accounting team to be informed for assigning a AR (accounts receivable) Number / BO (Back office) Number to the company profile.
Training Summary questions:
Q1. What is the purpose of Sales Contract / CVGR Letter ?
Q2. Who is responsible to prepare the sales contract ?
Q3. What all details need to be present on the CVGR Contract letter ?
Q4. Should the company volume guaranteed rate contract letter need approval from DOS or GM ?
Q5. Explain the process of issuing and filing a sales contract letter ?
