Sales Files



Sales File Set-Up requirements

The purpose of a Sales File is to maintain a chronological account of all activity between the account and hotel. The file should serve as a resource for any team member to reference and know exactly what has transpired with the account, i.e., if they’ve booked, when last called on, future potential, etc. The file is also an account reference for address, phone numbers, contacts, etc.

All materials are secured by two prong clips and hole-punched to each side of the file.

SET UP OF A SALES FILE

1. Group/Catering Event Files/Negotiated Account Files:

Once a contact has been made on an account that has potential business or group/event booking is created a sales file is created:

Two Sided, Manila Folder:

If desired, use of colored labels to identify market segments are at the property’s discretion (i.e., Red indicates top corporate, Blue for leisure, Green for Government).

Right Side:

Sales Call /New Customer Profile Sheet- To be completed effectively and will be the starting point for your relationship. Report contains account information, call details and follow-up actions. If you are manual you will need to keep written records. If you are on a sales system such as Delphi or Sales Pro this information is transferred electronically and maintained going forward in system.

On top of the Profile Sheet is an Ongoing Call Report- used to record phone calls, actions, updates, etc. This sheet will provide a chronological account of all client contact, with the details of these contacts explained in the Profile Sheet clipped beneath it. (Continue this process.) As new events are inquired complete a new qualification form and so on…

Lost Business/Cancellation Report and Experience Report/Post Con Report: When completed should be kept here

All correspondences, letters, notes and account reviews etc. kept here

Left Side:

Prism Qualification Form - Form to be completed in qualifying each sales account. The questions can be asked of each contact at an account, but one must be completed for every account. This form must be clipped on the left side of sales file on the bottom of all other information and updated yearly.

Group Booking Contracts, Negotiated Account files/Signed RFP and Event Order Forms-A copy of these forms kept here. Note after group/event has concluded this is moved to the right side. Copy of Annual Rate Strategy Grid here as well

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