Write a group room block proposal with clear attrition and cancellation terms
A group accommodation proposal covering rates, block, cut-off, attrition, and cancellation terms that protect the hotel.
The prompt
Write a group room block proposal for a prospective client.
Client and event: [ORGANIZATION, PURPOSE, DATES]
Rooms requested by night: [PATTERN - e.g. 20 / 45 / 45 / 10]
Their history: [PAST PICKUP vs. BLOCK AT OTHER HOTELS, IF KNOWN]
Displacement: [EXPECTED TRANSIENT DEMAND AND RATES ON THOSE NIGHTS]
Rate I can offer and concessions approved: [GROUP RATE, COMPS (e.g. 1 per 40), UPGRADES, PARKING, WI-FI]
Meeting space and F&B minimum: [IF ANY]
Booking method: [rooming list / booking link]
My standard terms: [CUT-OFF, ATTRITION %, CANCELLATION SCALE, DEPOSITS]
Steps:
1. Check the request against displacement: estimate whether this group earns more than the transient business it replaces (room revenue plus F&B and meeting space), showing the math and assumptions.
2. Recommend the block pattern, including whether to shrink shoulders or peak nights based on their history.
3. Draft the proposal: welcome, block and rates by night, inclusions, concessions, booking method, cut-off date, attrition allowance (e.g. pickup may fall to 80% without penalty), cancellation schedule, deposit dates, and next steps.
4. Explain attrition and cancellation in plain words with one worked example, so the planner understands what they would owe.
5. List the terms to be reviewed by my director of sales or legal before sending.
Return the proposal (under 500 words), the displacement summary, and 3 negotiation positions I can concede in order. Do not invent rates or policies; use [ADD] where I left something out.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Sales prompts
What to fill in
- ORGANIZATION, PURPOSE, DATES
- PATTERN - e.g. 20 / 45 / 45 / 10
- PAST PICKUP vs. BLOCK AT OTHER HOTELS, IF KNOWN
- EXPECTED TRANSIENT DEMAND AND RATES ON THOSE NIGHTS
- GROUP RATE, COMPS (e.g. 1 per 40), UPGRADES, PARKING, WI-FI
- IF ANY
- rooming list / booking link
- CUT-OFF, ATTRITION %, CANCELLATION SCALE, DEPOSITS
- ADD
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
Related prompts
- Write a clear scope of work with inclusions, exclusions, and allowancesA client-ready scope of work that spells out what is and is not included, so fewer disputes and surprise change orders follow.
- Write a client intake call script for my law firmA phone and web-form intake script that qualifies callers, captures conflict data, and avoids giving legal advice or forming an accidental attorney-client relationship.
- Write a statement of qualifications for a public-sector design contractA qualifications-based submittal for an architecture or engineering selection, organized around the agency's evaluation criteria.
- Draft a repair request after the home inspectionA prioritized repair request or credit proposal from the inspection report, with negotiation reasoning for the other side.