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Corporate rate agreements with an expiry date

Negotiated rates by property, room type and season, inclusions and terms, signed by the account and listed when they near expiry.

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Hotel corporate sales teams use QuoteCloud to send annual rate agreements: negotiated rates by property, room type and season as a table, inclusions, blackout dates and terms, a term with an expiry date, and the account's eSignature. The Expiring Soon filter lists agreements nearing their end, and next year's rates go out as a new version.

A sample corporate rate agreement from a fictional hotel group, Lantern Quay Hotels, for Fernhill Engineering: 2027 rates per room per night for four room types at three properties across low, shoulder and peak seasons (Deluxe King at Harbourside $229, $259 and $299), with inclusions and a blackout weekend. In front, the signature: signed by Jonas Lindqvist, travel and procurement manager, with a summary of 3 properties, valid 1 January to 31 December 2027, an estimated 650 room nights and an expiry date of 31 December 2027.

Fernhill's 2027 agreement, page by page

One account's negotiated rates across three Lantern Quay properties, as the travel manager reads and signs it. Every page comes from your corporate rate template.

  1. Lantern Quay HotelsCorporate rate agreement 2027 LQ-C-27-014 Sample · fictional business
    A hotel king room with folded towels on the bed and bedside lamps

    Corporate rate agreement 2027

    Fernhill Engineering · corporate rates 2027

    Prepared for Jonas Lindqvist, Fernhill Engineering · Prepared Mon 19 Oct 2026 · Rates valid 1 Jan to 31 Dec 2027

    Your negotiated 2027 rates at three Lantern Quay properties, for every Fernhill traveller who books through your travel team or directly with our reservations team quoting your company code.

    Cover

    One agreement per account

    The account, the year and the properties it covers, from your rate template. The rate period is on the cover and the expiry date is set on the document, so the agreement shows up in your Expiring Soon list when its end nears.

  2. Lantern Quay HotelsCorporate rate agreement 2027 LQ-C-27-014 Sample · fictional business

    Your 2027 rates Per room per night, inc tax, room only. Company code FERN27.

    RoomLowJun to AugShoulderMar to May, Sep to NovPeakDec to Feb
    Lantern Quay Harbourside
    Deluxe King$229$259$299
    Harbour Suite$389$419$469
    Lantern Quay Residences Riverbank
    One-bedroom apartmentStays of 7 nights or more: $1,295 a week$199$219$249
    Lantern Quay Coral Cove Resort
    Garden Room$239$279$339
    • Wi-Fi and gym
    • Breakfast $24 per person
    • Late check-out to 1 pm when available
    • Parking at the property's daily rate

    Not available Fri 8 to Sun 10 Oct 2027 at Harbourside (city marathon weekend). Rates are subject to availability at the time of booking.

    Rates

    Rates by property, room type and season

    Low, shoulder and peak rates for each room type at each property, the company code, inclusions and blackout dates. They're your negotiated figures: QuoteCloud doesn't load them into a PMS, GDS or channel manager, or check availability.

  3. Lantern Quay HotelsCorporate rate agreement 2027 LQ-C-27-014 Sample · fictional business

    Agreement terms

    Starts1 Jan 2027
    Expires31 Dec 2027
    1. Who it coversEmployees and contractors of Fernhill Engineering travelling on company business.
    2. BookingThrough your travel team, or with our reservations team quoting company code FERN27.
    3. VolumeRates are based on an estimated 650 room nights across the three properties in 2027.
    4. CancellationIndividual bookings may be cancelled without charge until 4 pm the day before arrival.
    5. ExpiryThis agreement ends on 31 Dec 2027. We'll send you our 2028 rates to review before then.

    Terms

    A term that ends on 31 December

    Who the rates cover, how travellers book, the volume estimate, cancellation and expiry. Lock this block so reps can't change the wording (content locking, Business). The volume estimate is content: QuoteCloud doesn't count stays.

  4. Lantern Quay HotelsCorporate rate agreement 2027 LQ-C-27-014 Sample · fictional business

    About your rates

    • Your 2027 rates are 4% above 2026 at Harbourside and unchanged at Riverbank and Coral Cove.
    • Long-stay project teams can be quoted separately at weekly rates.

    Jonas LindqvistCould the Riverbank weekly rate apply from 5 nights?

    Mei, Lantern QuayWe can offer it from 6 nights. We've revised the agreement and sent you the new version.

    Accept and sign

    Jonas Lindqvist · Travel & procurement manager, Fernhill Engineering

    Signed online · Fri 23 Oct, 9:12 am

    Agreement summary

    Properties
    3
    Valid
    1 Jan to 31 Dec 2027
    Estimated
    650 room nights
    Expires
    31 Dec 2027

    Certificate of authenticity and audit trail attached

    Questions and signature

    Questions answered, then signed

    Jonas asked for the weekly rate from 5 nights in a comment. Mei replied in the thread and sent a revised version. He signs online with a certificate and audit trail; there's nothing to pay, so the agreement summary sits beside the signature.

Rate agreements that don't live in an inbox

What changes for a corporate sales team once every account's agreement is sent and signed in QuoteCloud.

The jobWithout itWith QuoteCloud
Writing the agreement Last year's Word file copied for each account, with old rates left in by mistake. A rate template per segment: the account's rates go into one table, and the terms come locked from the template.
Agreeing the detail Emails about weekly rates and blackout dates, and an attachment per round. Questions as comments in the agreement, answered in the thread and settled in a revised version.
Getting it signed Print, sign, scan, and chase the signed copy back. The account signs online, on any device, with a certificate of authenticity and an audit trail.
Knowing what ends when A spreadsheet of end dates that someone has to keep up. Each agreement carries its expiry date, and the Expiring Soon filter lists the ones nearing their end.

Corporate, government and project rates from one template set

The same blocks, arranged for each kind of account. Save one template per segment and your account managers start from the right one.

  • Corporate accounts

    Annual rates by property, room and season, a company code, inclusions such as breakfast and Wi-Fi, blackout dates and a volume estimate.

  • Government and council

    A separate template for public-sector accounts, with your government rates, the travel policy wording they ask for and the officer who signs.

  • Project and long-stay rates

    Six-month rates for project teams, with a weekly rate from a set number of nights. One person's stay is a long-stay quote.

  • Terms you lock

    Cancellation, booking and expiry wording as a locked block, so every account gets the same terms (Business).

  • Blocks you reuse

    Property descriptions, inclusions and room photos saved in the content library and dropped into any agreement (Essentials and up).

  • Several signers

    When procurement and the travel manager both sign, each gets their own signature block. No account is needed to sign.

Send your next rate agreements from QuoteCloud

Free for 14 days, no credit card required. Send us your current corporate rate agreement and we'll convert it into a template during the trial.

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Ten months later

Every agreement on record, with its end date

When the rate season comes round, the Expiring Soon filter lists every agreement ending on 31 December, so re-contracting starts from a list, not a search through last year's email.

Rate re-negotiation & bulk send
DocumentsLantern Quay Hotels Sample data
  • All
  • Awaiting signature
  • Signed
  • Expiring soon

4 corporate rate agreements expire in the next 90 days

  • Corporate rates 2026Northgate Health Partners · LQ-C-26-022 Expires 31 Decin 70 days Signed
  • Government rates 2026Riverstone District Council · LQ-C-26-031 Expires 31 Decin 70 days Signed
  • Corporate rates 2026Brookvale Software · LQ-C-26-040 Expires 31 Decin 70 days Signed
  • Project rates, 6 monthsCalloway Mining Services · LQ-C-26-047 Expires 30 Novin 39 days Signed

How to send a corporate rate agreement

From the account's RFP or negotiation to a signed agreement with an expiry date.

  1. Start from your rate template

    Pick the corporate, government or project template. The cover, terms and inclusions come with it.

  2. Fill in the account's rates

    Enter the negotiated rate for each property, room type and season, the company code and any blackout dates.

  3. Set the term and expiry

    Write the rate period into the terms and set the expiry date on the document.

  4. Send and answer questions

    The account opens it in the browser and asks in comments; changes go out as a new version.

  5. Signed and on record

    The account signs online. The agreement stays on record and appears under Expiring Soon as its end nears.

Corporate rate agreement questions

Can a hotel rate agreement show rates by property, room type and season?

Yes. The rates sit in a table in the agreement: one row per property and room type, one column per season, with the company code, inclusions and blackout dates beneath. Your team enters the negotiated figures for each account, and the account signs the agreement online.

Does QuoteCloud load our corporate rates into the PMS or GDS?

No. QuoteCloud sends and records the agreement; it doesn't load rates into a PMS, GDS or channel manager, check availability or enforce rate parity. Your revenue or reservations team loads the rates as usual. A signed agreement can update another system through Zapier, Make or the API, from Essentials, where that system has a connector or an API.

Can we keep separate templates for corporate, government and project accounts?

Yes. Save one template per segment, each with its own cover, rate table layout, inclusions and terms. Account managers start from the right template, fill in the account's rates and send it. Reusable blocks such as property descriptions go in the content library (Essentials and up), and terms can be locked on Business.

What happens when a corporate rate agreement expires?

Nothing happens by itself. The expiry date is on the document, and the Expiring Soon filter lists agreements nearing their end so your team knows which accounts to re-contract. QuoteCloud doesn't renew agreements, raise rates or send reminders: next year's rates go out as a new version or a new agreement, and the account signs again.

How do we change rates after the agreement has been sent?

Revise the agreement: your team makes the change and sends it as a new version, which the account reviews and signs. On the Business plan, version history keeps the earlier versions on record, so you can see what was offered before. Questions about the change can stay in the agreement's comments.

Does the account have to pay anything when it signs?

No. A rate agreement can be signed without a payment: leave payments off and the signature shows the agreement summary instead, such as the properties, the rate period and the expiry date. Payments, when you need them for a group or long stay, are on Essentials and up through Stripe or PayPal.

More questions from hotel sales teams

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