When crafting a proposal, adding personal touches might require extra effort, but it can make a significant impact. When clients see that a proposal is tailored to their specific needs and preferences, they're more likely to engage and ultimately choose your property. Personalization in proposals sends a clear message to clients: they are valued and understood. This approach not only enhances the client experience but also differentiates your property from others that may take a more generic approach. In an industry where details matter, a personalized proposal can be the deciding factor in securing a booking.
Personalization in hotel proposals goes beyond just using the recipient’s name; it’s about creating an experience that speaks directly to their unique requirements. With UpMail, you have the tools to personalize proposals quickly and effortlessly. Here are a few recommendations on how you can add personal touches to your proposals:
View Past Data
Before putting together your proposal, it's essential to gather insights from your CRM to see if the client has booked with your hotel before or submitted a prior inquiry or RFP. Reviewing these notes can provide valuable context, such as reasons why your property won or lost the business. This information can be used for tailoring your introduction and understanding how you might entice the client to return or convince them to choose your hotel this time around. Additionally, if you have access to a database like Knowland, you can dive deeper into the client's past booking patterns, offering further opportunities to personalize your approach and increase your chances of success.
Create Proposal Templates for Key Markets
Time is of the essence when sending out a proposal, and having pre-built templates ready for key markets can be a game-changer. By investing the effort upfront to create these tailored proposal templates, you can save significant time in the long run and ensure that your proposals are always aligned with the specific needs of each client. Key markets might include weddings, sports teams, social groups, or corporate events, each requiring a unique approach. With these customized templates at your disposal, you can quickly respond to inquiries with polished, targeted proposals that resonate with the client's specific requirements, giving you a competitive edge.
> Click here to read our blog on Tailoring Hotel Proposals to Specific Market Segments
Leverage Recommended Content
Within UpMail, our Recommended Content feature empowers UpMail Champions to set up a variety of text and image options for each section of a proposal. This flexibility allows you to create multiple introduction and conclusion paragraphs, highlight different hotel offerings, and curate a selection of images that can be quickly and easily inserted when customizing a proposal. While this may require some additional effort at the outset, the payoff is significant, as it enables you to add tailored content to your proposals with ease, ensuring that each one resonates with the specific needs and preferences of your clients.
> Click here to learn more about our Recommended Content feature.
Customize Visual Content
While there may be key property images you include in all proposals, it's crucial to tailor your visual content to the specific client. For wedding proposals, consider incorporating more lifestyle imagery, along with photos of wedding setups and past events at your venue. This helps create an emotional connection and allows the client to envision their special day in your space. For corporate events, focus on images of the meeting spaces you're proposing, showcasing previous events with similar setups. These visual enhancements can make a big impact, helping the client visualize their event in your venue and increasing the likelihood of securing their business.
Include Key Supporting Content
Supporting content should be customized to the specific needs of each group type. For conferences and conventions, provide detailed information about the local area, including nearby attractions, transportation options, and dining choices. Incentive groups will value insights into onsite amenities, services, and recreational activities that enhance their experience. When targeting meetings, include detailed floor plans, room layouts, and menu options to aid in event planning. For SMERF groups, menu flexibility is crucial, along with the ability to accommodate special requests. Including testimonials from similar SMERF groups can also help establish trust and credibility.
By leveraging the tools within UpMail to quickly customize each proposal you send, you can craft proposals that truly stand out and are tailored to the client. These efforts not only enhance the client experience but also distinguish your property in a competitive market.