# 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.

- Topic: Sales
- Framework: Few-Shot
- Level: Standard
- Tags: Write, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/write-a-group-room-block-proposal-with-clear-attrition-and

## Prompt

```text
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.
```

## 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

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.