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Department: Sales & Marketing

Hotel Sales and Marketing Checklists

Connect the promise you sell with the stay you deliver.

Hotel sales work continues after a proposal is sent. Use these checklists to qualify group requirements, prepare an approved response and hand confirmed commitments to operations. Add marketing routines that keep offers accurate and enquiries moving to the right person.

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Start with a group-sales procedure, then adapt its approvals and handoffs to your hotel.

Hotel checklists and training quizzes

Open a checklist to customize and save it. Use its companion quiz to discuss the decisions behind the procedure.

Respond to group business

Hand confirmed business to operations

Build a dependable hotel sales and marketing routine

Keep prospecting, proposals and delivery connected without turning every enquiry into the same process.

Qualify before promising

Confirm dates, room-night pattern, meeting or service requirements, decision timing and the buyer’s contact. Check capacity and the right internal approvals before committing to rates or extras.

  • Separate essential requirements from preferences.
  • Confirm who can approve exceptions.
  • Give the proposal a clear response deadline.

Keep marketing offers accurate

Before publishing a package or campaign, check the offer dates, inclusions, exclusions, booking link and availability with the responsible teams. Route enquiries to a named owner.

  • Agree the offer with revenue and operations.
  • Test the enquiry or booking destination.
  • Set a date to remove or update expired content.

Handover the agreement, not just the email thread

Use the confirmed agreement as the reference. Highlight changes, open decisions and deadlines so reception, reservations and service teams know what they must deliver.

  • Reconcile the room block and commitments.
  • Confirm departmental owners and cut-off dates.
  • Share changes through the agreed handover process.
Checklist workflow: Define, Train, Test, Do and Improve

How it works

Define, Train, Test, Do, Improve

The Checklist Framework keeps every shift aligned:

1

Define

Define proposal approval limits, required group information and the point at which sales hands the booking to operations.

2

Train

Use a sample enquiry to show how requirements become an approved offer, then a usable operational handover.

3

Test

Use the RFP and group-booking quizzes to discuss missing requirements, exceptions and changes to confirmed commitments.

4

Do

Customize the checklist for the enquiry or group. Save the agreed next steps and carry unresolved decisions into the handover.

5

Improve

Review repeated clarification requests and missed commitments. Improve the proposal or handover fields that caused the confusion.

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Benefits

Why use Checklist for hotel sales and marketing?

  • More complete proposalsCheck the requirements and inclusions before an offer reaches the buyer.

  • Fewer handover gapsGive operations one clear view of commitments, deadlines and owners.

  • Consistent approvalsMake exceptions visible before the team promises them.

  • Reusable sales routinesAdapt a Template for the next group without losing the checks that matter.

Sales & Marketing Frequently Asked Questions

What is a hotel RFP response?

It is the hotel’s response to a buyer’s request for proposal, often for group rooms, meetings or events. Confirm the requirements, capacity, inclusions and commercial terms before submitting the offer. This checklist is for the hotel responding, not for a buyer comparing venues.

When should sales hand a group booking to operations?

Use your hotel’s agreed confirmation point, then hand over early enough for each department to prepare. Share confirmed commitments, room blocks, deadlines and unresolved decisions. Communicate later changes through the same controlled process.

Is the group handover checklist the same as group check-in?

No. The sales handover transfers the agreed booking to the operating teams before arrival. Front Office group check-in covers the arrival itself. Keep both workflows clear so an operational detail is not lost between them.

How can I use Checklist for hotel marketing?

Create a checklist for a specific campaign or offer. Include approval of dates and terms, a working booking or enquiry link, accurate images and copy, enquiry ownership and removal of expired content. Adapt the checks to the channels you use.

Can I download the sales checklists?

Open a checklist and use the PDF, Excel or Word download options. Save a customized Checklist for one booking or a Template for repeated proposals and handovers.

Turn the next group enquiry into a clear plan

Choose a sales checklist and connect the proposal, approvals and operational handover.

Choose a checklist