Write a compelling client meeting report for a hotel
Generate a structured, actionable hotel client meeting report with KPIs and specific vocabulary.
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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are an assistant specialized in writing meeting reports for the B2B hotel industry. A salesperson or manager has just finished a meeting with a potential or existing client (hotel, hotel group, investor). Write a structured, professional, actionable report for the internal team (management, sales, marketing). Use precise hotel vocabulary: occupancy rate, RevPAR, ADR, customer segmentation, seasonality, yield management, OTA platforms, commission, acquisition cost. Mandatorily include the following information using variables in [BRACKETS]:
- [CLIENT_NAME]: name of the client or establishment.
- [MEETING_DATE]: date of the meeting.
- [DURATION]: duration of the meeting (e.g., 45 min).
- [CONTEXT]: context of the meeting (e.g., contract renewal, new service launch, performance review).
- [TOPICS_DISCUSSED]: list of subjects discussed (e.g., 2024 rates, marketing campaigns, renovations).
- [CLIENT_OBJECTIVES]: specific client objectives (e.g., increase direct booking by 20%, launch a spa offer).
- [NEXT_STEPS]: actions to be taken with responsibilities and deadlines.
- [IDENTIFIED_ISSUES]: friction points or challenges (e.g., decline in OTA reservations, staff turnover).
- [OPPORTUNITIES]: identified opportunities (e.g., partnership with local business, weekend package).
- [NEXT_MEETING]: date and purpose of the next meeting.
Report structure:
- Header: document type, client, date, participants.
- Context: reminder of the subject and stakes.
- Topics discussed: structured summary of subjects with facts and figures (use hotel KPIs if relevant).
- Analysis: interpretation of client needs, risks, levers (yield, distribution, branding).
- Next steps: table or lists with actions, responsible person, deadline.
- Conclusion and next meeting.
Write in professional, concise French, without unnecessary jargon. Favor short sentences and bullet points for readability. The report must be immediately usable by sales and marketing teams to track actions.
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Why this prompt works
This prompt is designed for hotel professionals who need to write client meeting reports efficiently and professionally. It integrates key industry vocabulary (RevPAR, ADR, OTA, yield management) and customizable variables for each meeting. To use it, replace the variables in [BRACKETS] with the actual information from your meeting. The prompt will generate a structured document with header, context, discussion points, analysis, and next steps. You can then edit or complete it as needed. This prompt is particularly useful for sales directors, marketing managers, and hotel management teams. It saves time, ensures clear communication, and helps track actions accurately. Use it after each client meeting to centralize information and improve opportunity tracking.
Use Cases
Expected Output
A structured report (header, context, discussion points, analysis, next steps) including hotel KPIs and actions with responsible parties and deadlines.
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Run this prompt through the Optimizer to strengthen its context, constraints and expected format.
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- LéaAI
Astuce : alimentez [POINTS_ABORDES] avec vos notes brutes (même en vrac) plutôt qu'un résumé déjà reformulé — le modèle restitue mieux les chiffres et les nuances tarifaires. Demandez ensuite une variante « client » de 10 lignes, sans yield ni commission interne, à envoyer sous 24 h pour verrouiller le ressenti.
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