Hotel corporate rate agreement template
A corporate rate agreement is how a hotel gives a local business a negotiated rate for its travelers, and what the hotel expects back. This one covers the rate, availability, what's included, the room nights the company expects and how its travelers book, cancel and pay. Read it below, then open it in SignMaster, add each account's rates and send it.
Updated November 5, 2026 · 4 min read
The contract
Gray blanks are yours to fill in before you send. Each signer fills in the blanks in their color.
- You, before sending
- Company
- Hotel
Corporate Rate Agreement
This Corporate Rate Agreement (the "Agreement") is made on Agreement date between Hotel name, Hotel address (the "Hotel"), and Company name (the "Company"). It sets the room rates the Hotel offers the Company's travelers.
1. Term
The rates apply to stays from Rates valid from through Rates valid through. They do not renew on their own; rates for a new term are agreed in a new agreement.
2. Rates
- Standard room: Standard room rate per room, per night.
- Second room type: Second room type rate per room, per night.
- Each additional adult in a room: Extra person charge per night.
- Rates are for one or two people per room and exclude taxes and any fees the law requires the Hotel to charge.
- Rate code for booking: Rate code
3. Availability
Last room availability: Last room availability. If "yes", the Company's rate is available whenever the Hotel has a room of that type for sale at any public rate. If "no", the rate is subject to availability. In either case the rate is not offered on these dates: Blackout dates.
4. Included with the rate
Each stay at the corporate rate includes: Amenities included. Anything else is charged at the Hotel's usual prices.
5. Expected volume and rate review
The Company expects about Estimated room nights room nights at the Hotel during the term, and the rates above reflect that estimate. There is no charge if the Company books fewer. Before agreeing rates for the next term, the Hotel will share the Company's actual room nights, and if they fall below Review threshold percent percent of the estimate, the Hotel may offer a different rate.
6. Who may use the rate and how to book
The rate is for the Company's employees, contractors and guests traveling on the Company's business, and not for personal travel by friends or family. Reservations are made through: Booking channels. At check-in, the Hotel may ask a traveler for a business card or company ID. A traveler who can't show one may be charged the Hotel's prevailing rate.
7. Cancellations by travelers
A traveler may cancel a reservation without charge until Cancellation deadline. Later cancellations and no-shows are charged one night's room and tax to the card or account guaranteeing the reservation.
8. Billing
Travelers pay their own bills at check-out unless the Company has an approved direct-bill account: Direct billing arrangement. Direct-bill invoices are due within Days to pay invoices days of the invoice date. The Company is responsible for direct-billed charges its travelers incur, including room damage and incidentals.
9. Groups
Requests for Group threshold rooms or more rooms on the same night are groups. They are quoted and contracted separately and are not covered by these rates.
10. Confidentiality
The rates in this Agreement are confidential. The Company may share them with its travelers and its travel agency or booking tool, but will not publish them or pass them to the public.
11. Ending the agreement
Either party may end this Agreement early by giving Notice days to end days' written notice. Reservations made before the notice is given will be honored at the agreed rates.
12. Governing law and the whole agreement
This Agreement is governed by the laws of the state of State. It is the whole agreement on corporate rates between the parties and replaces earlier rate letters. Changes must be in writing and signed by both parties. Electronic signatures count as original signatures.
Contacts
Company travel contact: Company travel contact, phone Company phone, email Company email
Hotel sales contact: Hotel sales contact, phone Hotel phone, email Hotel email
I am authorized to accept this Agreement on behalf of the Company.
For the Company
For the Hotel
Opens it in SignMaster as a template you can edit and send.
A starting point, not legal advice. Have a lawyer review it for your state and situation.
On this page
What a corporate rate agreement is for
Hotels call it a local negotiated rate, or LNR: a discount for a company that sends steady business, such as a plant with visiting engineers or a hospital with traveling staff. A rate letter that says only the price leaves the important questions open. Is the rate good on the busiest night of the year? Can a manager's cousin book it for a wedding? What happens if the company promised 500 room nights and sent 40? The agreement answers each one, and gives both sides a date to revisit the deal.
What the template covers
- Term: the dates the rates apply, with no automatic renewal, so every account is re-priced on schedule.
- Rates: a standard room rate, an optional second room type, an extra-person charge, what taxes are excluded and the rate code travelers book with.
- Availability: last room availability yes or no, explained in plain words, and blackout dates.
- Amenities: breakfast, Wi-Fi, parking or anything else the rate includes.
- Volume and review: the room nights the company expects, no charge for falling short, and the right to re-price if actual stays come in well under.
- Who may book and how: business travelers only, the booking channels, and ID at check-in.
- Cancellations and billing: the cancellation deadline for individual stays, no-show charges, and an optional direct-bill account with payment terms.
- Groups, confidentiality and ending early: a group threshold, rates kept private, and notice to end with existing reservations honored.
Mistakes hotel sales teams make
- Granting last room availability to every account. Save it for companies whose volume justifies selling them your last room at a discount on a sold-out night.
- No review clause. Without one, an account that booked a tenth of its estimate keeps the same rate next year because nobody wrote down the number.
- Leaving out who may use the rate. Corporate codes travel fast; say it's for business travel and allow the desk to check.
- Relying on brand standard cancellation terms nobody at the company has read. Put the deadline in the agreement.
- Letting rates surface on public sites. A confidentiality clause gives you something to point to when they do.
Branded hotels
If your hotel belongs to a brand, its corporate programs may have their own rules for loading local rates and rate codes. Match the rate code and channels in section 6 to what your revenue manager actually loads.
How to send it with SignMaster
- 1
Open the template
Choose Use this template above. It opens in your SignMaster account with the company and the hotel as signers.
- 2
Set your hotel's defaults
Fill in the hotel name, address, booking channels, cancellation deadline, group threshold and your sales contact, then save. These apply to every account.
- 3
Fill in the account
For each company, fill the gray blanks for its name, rates, last room availability, amenities, room-night estimate and dates.
- 4
Send to the travel contact
Add the company's signer by name and email. They fill in the travel contact's details, confirm they're authorized to sign, and sign. Your director of sales countersigns last.
- 5
Load the rate
When both have signed, each side gets the PDF with its certificate of completion. Load the rate code once it's signed, not before.
Renewal season: every account in one send
Most hotels re-price their local accounts once a year, which means the same agreement going to dozens of companies with a different rate, estimate and set of amenities in each. Put your account list in a spreadsheet with a column per gray blank, such as Company name, Standard room rate and Estimated room nights, and bulk send creates one agreement per row with each company's numbers printed in the contract. Send contracts from an Excel file walks through the spreadsheet step by step.
Questions? Answers.
What is last room availability?
It means the company can book its negotiated rate whenever the hotel still has a room of that type to sell, even on sold-out nights. Without it, the rate is subject to availability.
Does the company pay a penalty if it books fewer room nights?
Not under this template. Section 5 lets the hotel offer a different rate for the next term if actual room nights fall well below the estimate, but nothing is charged.
Is this the same as a group booking contract?
No. This sets rates for individual business travelers over a year. Blocks of rooms on the same nights go on a group booking contract with its own deposit and attrition terms.
Who fills in which blanks?
You fill the gray ones, including the company's name, rates and estimate. The company's signer adds the travel contact's details, ticks that they're authorized and signs.