Whether you’re prospecting for new business or following up on a proposal, the success of hotel sales often comes down to one thing: timing.

With inboxes overflowing and decision-makers juggling multiple options, staying visible and top of mind is essential. But here’s the truth: most hotel sales opportunities are lost not because of the offer—but because of a lack of follow-up.

Let’s break down five facts that reveal just how crucial follow-ups and speed are in both the prospecting and proposal stages of hotel sales.

1. 60% of customers say “no” four times before saying “yes.” 
Yet, 92% of salespeople give up after the fourth “no.”

Reaching out to a new corporate contact or checking in on an event enquiry that’s gone cold? Don’t stop at the first hurdle. Persistence pays off. A “no” often just means “not yet”—and your consistent, professional follow-up could be the one that lands the deal.

2. Responding within 5 minutes makes you 9x more likely to convert a lead.

Whether it’s a cold prospect or a hot inbound enquiry, speed matters. If you’re the first to reply, you set the tone—and you instantly stand out. Being prompt not only reflects professionalism but increases the chance of winning the business before others even hit “send.”

3. Sending just one follow-up email can increase replies by 65.8%.

No reply doesn’t mean no interest. Often, planners and prospects are just busy. That one extra nudge—whether it’s a prospecting message or a proposal reminder—can bring your hotel back to the top of the list.

4. 80% of sales are made between the 5th and 12th contact.

This is true across all industries, but especially relevant in hospitality. Building trust, demonstrating value, and staying visible are key to both breaking into new accounts and closing pending proposals. It’s not about being pushy—it’s about being present.

5. Responding within 24 hours gives you a stronger chance of converting group business.

When it comes to proposals, speed and consistency are critical. The longer a response takes, the more time a client has to engage with competitors. The best teams are the ones that follow up swiftly and stay engaged through every stage of the buying journey.

TIPS FOR WRITING FOLLOW-UP EMAILS THAT GET RESPONSES

Here are five quick tips to boost your chances of getting a reply:

1. Keep it short and focused
Aim for 3–5 sentences max. Planners are busy—make your message easy to scan.

2. Add a clear next step
Whether it’s a call, a site tour, or simply checking in—make the action obvious and easy to respond to.

Example:
“Would you be open to a quick call next week to explore options?”

3. Personalize where possible
Reference their company, event type, or past interaction. Even a small detail shows effort and relevance.

Example:
“Following up on your interest in hosting a Q2 offsite—let me know how I can help move this forward.”

4. Include value—not just reminders
Try sharing a seasonal offer, a client testimonial, or a sample menu to re-engage them.

Example:
“We’ve just launched new summer packages—perfect for incentive groups looking for something unique.”

5. Use tools that make it easier
Tools like UpMail allow you to automate reminders, personalize your messages, and track email opens and engagement—so you always know when to follow up and what’s working.

Bottom line: If your hotel sales team isn’t following up strategically, you’re not just missing one deal—you’re missing many.

Even the best offers and most polished proposals won’t land if they’re forgotten in someone’s inbox.

It’s time to stop leads from going cold. Start prospecting and following up with purpose.

Want to learn how UpMail can help you stay on top of every opportunity—from responding to inquiries to timely follow-ups, all the way to the final signature? Email hello@upmailsolutions.com