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Corporate rate requests are commonly used by companies to establish discounted accommodations with hotels for their employees. Often, companies negotiate these rates for extended periods as part of a corporate travel program. Email communication plays a crucial role in initiating and maintaining these arrangements. In this article, we provide a comprehensive guide to requesting hotel corporate rates via email, including a sample email template.
Structure for a Request for Hotel Corporate Rate Email
When you’re planning a business trip for your company, it’s important to get the best possible rate on your hotel accommodations. One way to do this is to request a corporate rate.
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A corporate rate is a discounted rate that hotels offer to businesses that have a contract with them. These rates are typically lower than the standard rates that are available to the public.
To request a corporate rate, you’ll need to contact the hotel’s sales department. You can usually find the contact information on the hotel’s website.
In your email, you should include the following information:
- Your name and contact information
- The name of your company
- The dates of your stay
- The number of rooms you need
- Any special requests you have
- Mention that you are looking for a corporate rate
Here is a sample email that you can use:
Dear [Sales Manager Name],
My name is [Your Name] and I am the HR Manager for [Your Company]. I am writing to request a corporate rate for a hotel stay for our employees.
We are planning a business trip to [City] from [Start Date] to [End Date]. We will need [Number] rooms during our stay.
We are a large company with over [Number] employees. We frequently travel for business and we are looking for a hotel that can offer us a competitive corporate rate.
We would appreciate it if you could send us a quote for the dates and number of rooms we need. Please let us know if you have any special rates or discounts that are available to corporate clients.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Once you have sent your email, the hotel’s sales department will review your request and contact you with a quote. If you are satisfied with the quote, you can book your rooms and secure your corporate rate.
Professional Request for Hotel Corporate Rate Emails
Request for Conference Attendees
Dear [Hotel Contact Name],
My name is [Your Name] and I am the HR Manager for [Company Name]. We are planning to host a conference at your hotel from [Start Date] to [End Date]. We expect approximately [Number] attendees and would like to request a corporate rate for our group.
We are interested in booking [Number] rooms at a rate of [Desired Rate] per night. Please let me know if this is possible and what additional amenities or services you can offer our attendees.
Thank you for your time and consideration. We look forward to hearing from you soon.
Sincerely,
[Your Name]
Request for Employee Relocation
Dear [Hotel Contact Name],
My name is [Your Name] and I am the HR Manager for [Company Name]. We are relocating one of our employees to [City] and are seeking a corporate rate for their temporary accommodation.
The employee will require a [Room Type] room for [Duration] nights, beginning on [Start Date]. We would appreciate a discounted rate that includes breakfast and access to your fitness facilities.
We are looking for a hotel that is conveniently located and provides a comfortable and professional atmosphere. We would also like to inquire about any extended stay discounts or loyalty programs that you offer.
Thank you for your attention to this matter. Please let us know if you have availability and can accommodate our request.
Sincerely,
[Your Name]
Request for Executive Retreat
Dear [Hotel Contact Name],
I hope this email finds you well.
My name is [Your Name] and I am the HR Manager for [Company Name]. We are planning an executive retreat at your hotel from [Start Date] to [End Date].
Our retreat will include [Number] executives and we require the following room accommodations:
- [Number] King Suites
- [Number] Double Queen Rooms
We would appreciate a corporate rate that includes access to your meeting rooms, audio-visual equipment, and a daily breakfast buffet.
We are confident that your hotel can provide the luxurious and professional environment we seek for our retreat. We would be grateful if you could send us a proposal outlining your availability and rates.
Thank you for your time and consideration.
Best regards,
[Your Name]
Request for Business Travel
Dear [Hotel Contact Name],
I am writing on behalf of [Company Name] to inquire about corporate rates for our business travelers.
We are a rapidly growing company with employees traveling frequently to [City]. We are seeking a hotel that can provide consistent and reliable accommodations at a competitive rate.
Our employees typically require the following room amenities:
- Free Wi-Fi
- Comfortable beds
- Access to fitness facilities
We would appreciate it if you could provide us with a quote for a corporate rate that meets our requirements. Please include any additional information or benefits that you offer to corporate clients.
We look forward to hearing from you soon.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Request for Team Building Event
Dear [Hotel Contact Name],
I am reaching out to you on behalf of [Company Name] to request a corporate rate for a team building event.
We are planning a two-day event for [Number] employees from [Start Date] to [End Date]. The event will include a mix of indoor and outdoor activities, as well as team-building exercises.
We are looking for a hotel that offers:
- Convenient location
- Spacious meeting rooms
- Team-building activities
We would appreciate a proposal that includes your availability, rates, and any special amenities or services that you can offer for our team building event.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Request for Guest Speaker Conference
Dear [Hotel Contact Name],
My name is [Your Name] and I am the Event Planner for [Company Name]. I am reaching out to inquire about corporate rates for our upcoming guest speaker conference.
The conference will take place on [Date] and we expect approximately [Number] attendees. We are seeking a hotel that can provide the following accommodations:
- Ballroom with capacity for [Number] attendees
- Breakout rooms for small group discussions
- Overnight accommodations for speakers and attendees
We would appreciate a quote that includes your availability, rates, and any additional services or amenities that you can offer for our conference.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Request for Employee Training Program
Dear [Hotel Contact Name],
I hope this email finds you well.
My name is [Your Name] and I am the HR Manager for [Company Name]. We are planning an employee training program and are seeking a corporate rate for our attendees.
The program will take place from [Start Date] to [End Date] and will include [Number] employees. The program will require the following:
- Conference room with capacity for [Number] attendees
- Breakout rooms for group exercises
- Overnight accommodations for attendees
We would appreciate a proposal that outlines your availability, rates, and any additional services or amenities that you can provide for our training program.
Thank you for your time and consideration.
Sincerely,
[Your Name]
How to request a hotel corporate rate
How do I request a corporate rate for a hotel stay?
To request a hotel corporate rate, you can follow these steps:
1. Contact the hotel directly by phone or email.
2. Ask to speak to the sales or reservations department.
3. Explain that you are a business traveler and inquire about the corporate rate.
4. Provide the hotel with your company name and contact information.
5. The hotel will then verify your eligibility for the corporate rate and provide you with the rate information.
When to request a hotel corporate rate
When is the best time to request a hotel corporate rate?
The best time to request a corporate rate is when you are making your hotel reservation. You can also request a corporate rate after you have made your reservation, but it is generally easier to do so before.
What to include in a hotel corporate rate request
What information should I include in a hotel corporate rate request?
When requesting a corporate rate, you should include the following information:
• Your company name
• Your contact information
• The dates of your stay
• The number of rooms you need
• The type of room you prefer
• Any other special requests you have
Thanks so much for reading! If you found this email sample helpful, be sure to check out our other resources on hotel negotiations and corporate travel planning. We’re always here to help you get the best possible rates and value for your business travel. So come back and visit us again soon!