In the competitive world of hotel sales, your proposal is often your first impression—and sticking to outdated practices could cost you valuable business. Sales teams are often creatures of habit, relying on tried-and-true methods that worked in the past. But meeting planners and event organizers today are busier than ever, juggling tight deadlines and numerous options. They don’t have time to sift through clunky, outdated proposals.

If your proposals feel like a relic of the past, they’re more likely to be overlooked. The modern client expects streamlined, visually appealing, and hyper-relevant presentations that make their decision-making process easier, not harder. Yet, many hotel sales teams still fall back on old-school practices that no longer resonate.

Here are five elements of hotel sales proposals that you need to stop using—and how to upgrade your approach for today’s fast-paced, tech-savvy audience

1. Sending Proposals as Word or PDF Documents

While Word and PDF formats were once the go-to, they’re no longer practical for today’s mobile-first audience. These static documents are often hard to read or navigate on smartphones and tablets. A mobile-responsive format ensures your proposal is accessible and easy to engage with, no matter the device.

2. Overloading Emails with Attachments

An email loaded with attachments screams inconvenience. Recipients don’t want to download multiple files just to view your proposal. Keep it clean and simple by using links within a well-designed, all-in-one digital proposal. It’s faster, more professional, and eliminates the clutter.

3. Including a long amenity list

Your proposal should highlight value, not overwhelm clients with a laundry list of amenities. Instead of a comprehensive list, focus on features that resonate with your client’s specific needs. For example, emphasize the spa or fitness facilities for leisure groups and for corporate events highlight high-speed Wi-Fi and conference spaces.

4. Sharing Too Much Information

Rates, dates, and availability are the key details clients need to make decisions—everything else is secondary. Overloading your proposal with excessive information can bury the most critical points. Keep it concise and structured, leaving room for discussion and customization later.

5. Relying Only on Text

A text-heavy proposal lacks the visual appeal necessary to make an impact. Clients need to envision their event at your property. Incorporate high-quality images, 360-degree tours, or even videos that showcase your venue. Tailor visuals to match the proposal’s purpose—a romantic wedding setup for bridal inquiries or a sleek boardroom for corporate clients.

The best hotel sales proposals are mobile-friendly, visually engaging, and tailored to the client’s needs. By leaving behind these outdated practices, you’ll create proposals that not only impress but convert.

Master proposal creation with these 10 best practices for success—click here to learn more.