Getting the best deal for your company’s travel expenses is crucial. This essay will guide you through the process of creating a professional and effective “Request For Hotel Corporate Rate Email Sample.” We’ll break down the essential components of these emails and provide several examples tailored to different scenarios.
Why a Well-Crafted Email Matters
A well-written email can significantly impact your chances of securing a corporate rate. It shows hotels you’re serious about a long-term partnership and understand their business needs. The email’s professionalism and clarity directly reflect on your company. Think of it as your first impression, and you want it to be a good one! When sending your request, consider these key elements: * Company information: Include your company name, address, website, and a brief overview of your industry. * Travel volume: Provide an estimate of how many room nights your company books annually. * Desired rates and benefits: Clearly state your expectations for pricing and additional perks, such as complimentary breakfast or Wi-Fi. A strong email demonstrates that you’ve done your homework and have specific needs in mind.
Initial Inquiry - General Request
Subject: Corporate Rate Inquiry - [Your Company Name]
Dear [Hotel Name] Sales Team,
My name is [Your Name] from [Your Company Name]. We are a [brief description of your company, e.g., software development company] based in [City, State] and frequently require hotel accommodations for our employees traveling to [City, State].
We are writing to inquire about establishing a corporate rate with your hotel. We anticipate requiring approximately [Number] room nights per year. Our typical stays range from [Number] to [Number] nights. We are interested in standard rooms and would appreciate it if you could provide us with information regarding your corporate rates and any associated benefits, such as complimentary breakfast or Wi-Fi.
Could you please provide us with the following information?
- Your available corporate rate options.
- Any included amenities (e.g., breakfast, parking, Wi-Fi).
- Information about your booking process.
We look forward to hearing from you soon and potentially establishing a long-term partnership.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Following Up After No Response
Subject: Following Up - Corporate Rate Inquiry - [Your Company Name]
Dear [Hotel Name] Sales Team,
I hope this email finds you well.
I am writing to follow up on my previous email from [Date of Original Email] regarding a corporate rate for [Your Company Name]. We are still very interested in potentially establishing a corporate account with your hotel for our employees.
If you haven’t had a chance to review my previous email, please find it below for your convenience.
[Original Email Content]
Please let me know if you require any additional information from our end. We appreciate your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Negotiating Rates
Subject: Corporate Rate Negotiation - [Your Company Name]
Dear [Hotel Name] Sales Team,
Thank you for providing the corporate rate information. We appreciate you taking the time to provide the details to us. The rate of [Rate] is slightly above our current budget. We are looking for a rate closer to [Desired Rate].
We believe we can offer you a significant volume of business. Last year, our company booked approximately [Number] room nights in [City/Area], and we anticipate a similar volume this year. To support this, we can guarantee a minimum of [Number] room nights per year.
Are you open to further negotiation to meet our budget? We would be interested in the option of providing us with the corporate rate of [Desired Rate]. Additionally, if you cannot meet our target, are there any other benefits or added value that you can offer, such as complimentary parking or upgraded rooms, in line with the budget?
We look forward to your response and the possibility of partnering with [Hotel Name].
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Confirming a Corporate Rate Agreement
Subject: Corporate Rate Agreement Confirmation - [Your Company Name]
Dear [Hotel Name] Sales Team,
This email confirms our corporate rate agreement with [Hotel Name]. We are pleased to confirm the rate of [Rate] per night for standard rooms, effective [Start Date] through [End Date].
Key terms of our agreement:
- Rate: [Rate] per night for standard rooms.
- Booking method: [How to book - e.g., through your website, by phone, via email].
- Cancellation policy: [State the policy].
- Inclusions: [e.g., Complimentary Wi-Fi, Breakfast].
Please let me know if you require any additional information. We are excited about our partnership with [Hotel Name] and look forward to a successful relationship.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Providing Booking Instructions
Subject: Booking Instructions for Corporate Rate - [Your Company Name]
Dear [Hotel Name] Sales Team,
I hope this email finds you well.
To clarify the process of booking under the corporate rate agreement, please follow these steps to secure the rate of [Rate] for standard rooms:
- Provide our Corporate ID/Account Number: [Your Company ID].
- Book via [Booking Method: e.g., our website link: [Website Link], by phone ( [Phone Number] ), or via email ( [Email Address] )].
- Ensure the booking includes [Your Name], [Your Title], and [Your Email Address] for our records.
We look forward to a smooth booking process.
If you have any questions or need to review your booking details, you can reach out to us on the contact details below.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Inquiring About Rate Renewal
Subject: Corporate Rate Renewal Inquiry - [Your Company Name]
Dear [Hotel Name] Sales Team,
Our corporate rate agreement with [Hotel Name] is set to expire on [End Date]. We are writing to inquire about renewing our agreement.
We were very pleased with the service and accommodations provided by your hotel. Last year, our company booked approximately [Number] room nights. We anticipate a similar volume this year, with potential for increased bookings.
We would like to discuss the possibility of continuing our partnership with [Hotel Name] and are looking forward to the prospect of renewing our corporate rate.
Could you please provide us with information about the proposed rate and any potential changes to the agreement?
Please let me know a convenient time to discuss this further. We look forward to your prompt response.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
Getting a good corporate rate isn’t just about sending a request; it’s about building a relationship. By using these “Request For Hotel Corporate Rate Email Sample” templates and tailoring them to your specific needs, you’ll be well on your way to securing advantageous deals for your company’s travel expenses. Remember to be professional, clear, and persistent, and you’ll increase your chances of success. Good luck!