Sales Shop Report Writing

Information received in a timely basis: Refer to the chronology on the report to determine the answer. If materials were not received, mark accordingly. All information promised by the Sales Person was received: Was everything they said they would send received? Yes or No. If materials were not received, mark accordingly. Quality and presentation of correspondence: For reports with the option to select Excellent, Good, Average or Poor, please rate based on number of typos or misspellings. If nothing is obvious or stands out as unprofessional, you would rate as Excellent.

If there is 1 typo, but everything else looks good you can rate it Good. If there is more than 1 typo, it would be rated either Average or Poor depending upon the number of typos and other factors in the document.

Look at the specific report to see if there are additional instructions on how to score. Correspondence consists of proposals, contracts, and cover letters and email letters.

Correspondence was personalized by addressing the specific details discussed on the phone: The correspondence is to reflect the details discussed, such as the dates of the guest rooms and function space and the rates and pricing quoted. The type of function is also generally noted. If the specifics outlined on the materials received do not match Caller's specifics, mark as No.

Followed up via phone personally to pursue the business: Please look at the report carefully to see if there are additional instructions based on how long it took to receive the follow up; these would be business days. Email follow up does not earn a Yes rating. This question refers to ANY TYPE of personal follow up call. It is not limited to only follow up calls where a person asks for the business. It relates to any type of phone follow up where the manager calls to :

a. Check on receipt of materials b. See if the caller has any questions on information sent c. Asks about Caller’s decision/Tries to close

Identified why business was lost: Did the manager ask WHY the group is not coming? Reasons could be another hotel was selected, the dates changed, the event was cancelled, etc. If the caller volunteers this information by starting the call saying "The event has been cancelled.", this is scored N/A because the manager didn’t get the chance to ask – even though they did still get the information.

Identified future business opportunities after cancellation: The manager asks if there are other dates or cities coming up in the future that they could assist with.

Set action for future contact: Did the manager establish a date or time period for re-contacting the caller to book again or for future business? If so, score Yes. If the manager says the caller should contact them if they want to rebook, this would be scored as No.

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