How hotels can use personalized eProposals to increase direct bookings and guest revenue?
Hotel proposals can be used in many hospitality sales scenarios. Hotels use them for MICE requests, group proposals, corporate travel, travel agent agreements, villa enquiries, and individual guest enquiries.In our previous article on managing MICE requests with hotel RFP tools, we explained how hotels can handle more complex group and event requests, where proposals often include meeting rooms, F&B, AV equipment, accommodation blocks, transfers, floor plans, and group pricing.
- 3 FACTS
- Read
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- Previous Blog
- for MICE only
In this article, we focus on a different opportunity: individual hotel guests.
These are guests who visit your hotel website but are not ready to book immediately. They may be couples, VIP clients, honeymooners, wellness guests, long-stay guests, or travellers with special requests.They are interested, but they still need a more personalized answer before they commit. That is where hotel proposals and quotes become more than a document. They become an interactive guest experience.Instead of letting the guest leave the website and return to an OTA, hotels can use enquiry widgets, AI chatbots, and personalized eProposals to capture the request, answer faster, and guide the guest toward a direct booking.
What Is a Hotel Proposal for Individual Guests?
A hotel proposal for an individual guest is a personalized digital offer created after a guest enquiry or after their booking confirmation. You can send it either to answer questions & give them the chance to book directly with you through a payment link in the proposal. On the other hand, you can use it after the booking. You can send your guests pre-arrival Proposals to book more to send more money on upgrades & to give them a chance for early booking discounts!
It is not just a room quote.
See an interactive hotel proposal example: View Hotel ProposalSee an interactive hotel quote example: View Hotel QuoteIt can include the recommended room, stay dates, package options, transfers, dining, spa services, family services, romantic add-ons, VIP upgrades, seasonal offers, and a clear booking or payment step!The goal is simple: turn guest interest into direct revenue.A standard booking engine works well when the guest already knows exactly what they want. But many guests need a little more confidence before booking. They may want to ask something specific, compare options, or request a more tailored stay.A personalized hotel eProposal helps the hotel respond with clarity, speed, and a better guest experience.
1.Why Individual Hotel Guests Need Proposals?
Not every guest wants to click “Book Now” immediately.Some guests want to ask about airport transfer, connecting rooms, honeymoon packages, spa treatments, half-board, late checkout, family services, private experiences, or special surprises.These questions are not random. They are buying signals.When a guest asks these questions, they are already imagining the stay. The hotel’s job is to make the next step easy.If the hotel does not capture the enquiry properly, the guest may leave the website, delay the decision, or book through another channel. But if the hotel replies with a clear, personalized proposal, the guest receives a stronger reason to book directly. This is where hotel proposals can support direct bookings, upselling, and cross-selling at the same time.
1.1.How the ETHERIA AI Chatbot & Widget Supports the Proposal Flow?
This is where ETHERIA AI Chatbot & Widget can be added to the hotel website.Instead of forcing visitors to search through pages, send emails, or call the reception, the chatbot gives them a simple way to ask questions directly from the website.
As we covered in our article on ETHERIA’s new AI releases for hospitality sales, AI can support hotels by capturing guest needs, answering common questions, and helping teams move faster from enquiry to proposal.The ETHERIA chatbot can be trained on the hotel’s information, including room types, facilities, policies, services, packages, FAQs, seasonal offers, and upselling options.This means many repetitive questions can be answered instantly. For the guest, the experience feels easier. For the reception or reservations team, it reduces repetitive manual work.
But the real value is what happens next.
When the guest shows stronger intent, the chatbot or widget can capture the enquiry and turn it into a structured request. Then, a ready-to-send proposal is created in ETHERIA, and the hotel team can adjust it with suitable services & upgrade suggestions in ETHERIA to create the final personalized eProposal.This turns the website from a static information channel into a direct sales opportunity.
2.How Hotels Can Use Proposals & Quotes?
The 3 Revenue Moments Where Hotel Proposals Matter Most
For individual guests, hotel proposals can be used in three main ways: Pre-arrival Proposals, During-stay Proposals, and Quotes for Sales Leads.For individual guests, hotel proposals and quotes become more powerful when they are used at the right moment in the guest journey. The goal is not to send one generic offer to everyone. The goal is to send the right proposal at the right time, through the channel where the guest is most likely to respond.
2.1. Pre-Arrival Proposals
Pre-arrival eProposals can be used in two main ways. The first is before the guest has completed the booking. At this stage, the hotel can share a proposal through different channels, such as social media, email, or an email template connected to a direct booking action. This is useful for guests who have shown interest but have not yet booked. Instead of sending them only to a booking engine, the hotel can send a more complete proposal with room options, packages, seasonal services, and a clear way to book directly. This helps the hotel turn interest from multiple channels into a direct booking opportunity.
The second way is after the guest has already booked. For example, a guest may have completed the reservation through Booking.com or another channel. The hotel can then send an extra proposal through Booking Messenger or directly by email. This proposal can include additional services and experiences that the guest can choose before arrival. The most common ones are :airport transfer, breakfast upgrade, spa treatments, private dinner, room decoration, excursions,wellness services, or anything else the hotel wants to promote before the guest arrives.
The value here is very practical. By the time the guest reaches the property, they may have already selected some services. Your reception team knows what the guest has chosen and they are better prepared to serve them. This improves the guest experience because the stay feels more organized from the beginning. It also helps the hotel increase revenue before the guest even arrives. Pre-arrival proposals are especially useful because they reach the guest while they are still planning the trip. At that moment, they are more open to adding services that make the stay easier, more comfortable, or more special.
2.2. During-Stay Upselling and Cross-Selling
The second revenue moment happens during the stay. Once the guest has arrived, the hotel can continue upselling and cross-selling in a more personalized way. You can do this through QR codes placed inside the room, a second proposal sent by email, or another digital touchpoint. That gives the guest easy access to available services. For example, a QR code in the room can lead to an interactive proposal with spa treatments, restaurant offers, room service options & late checkout.Less people on the reception booth,better customer experience !
The hotel can also send a more personalized proposal based on the guest’s type:
- If it is a group of friends, the proposal could include more adventurous experiences. Suggest outdoor activities, boat trips, nightlife, pub crawls, or local tours.
- If it is a couple, the proposal could focus on private dining, spa treatments, sunset experiences, wine, flowers, or a romantic room setup.
- If it is a family, the proposal could include kids’ activities, family-friendly excursions, transfers, meals, or practical services that make the stay easier.
This makes during-stay upselling feel less generic. The guest does not receive a random list of extras. They receive options that match the reason for their travel. For the hotel, this creates additional revenue opportunities during the stay. For the guest, it makes the hotel’s services easier to discover and book. The important thing is timing. During-stay proposals should be simple, relevant, and easy to act on. The guest is already on the property, so the proposal should help them enjoy the stay more without adding friction.
2.3. Social Media Quotes
The third revenue moment is social media eQuotes. Many individual hotel enquiries now start from social media, especially from Instagram, Facebook, and messaging channels. A guest may reply to a story, ask about availability, request a package, or send a direct message after seeing a post or campaign.As we explained in our article on social media hospitality sales eQuotes, these conversations often show strong buying intent. The problem is that they can easily stay informal, scattered, and difficult to convert if the hotel only replies with short messages.
With social media eQuotes, the hotel can turn a direct message into a clear offer. Instead of replying only with a rate or asking the guest to visit the booking engine, the team can send a personalized quote with the suggested room, dates, package, extras, and a direct booking or payment action.This is especially useful for seasonal campaigns, romantic packages, last-minute offers, wellness stays, family holidays, and VIP enquiries. The guest has already shown interest through a social channel. The eQuote gives them a simple next step without breaking the conversation.For the hotel, social media eQuotes help connect marketing activity with actual revenue. A post, story, or campaign can lead directly to a quote, and the quote can lead directly to a booking.This makes social media more than an awareness channel. It becomes part of the hotel’s direct sales workflow.
Learn how to manage all of these with ETHERIA by Travel2Fit.
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