SALES STANDARD OPERATING PROCEDURE “SOP”

SOP TITLE: Sales Trip/Call preparation

GUIDELINES

SOP NO.:

AUDIENCE: Sales Team

Author: Approved by:

XXX, General Manager
Simone Berti- Director of Business Development
Date: 04 April 2020 Date:

OBJECTIVE

 Ensure that there is a clear approval process for all sales trip / call for account manager both
international and local.
 To ensure that the hotel maximizes opportunities by partnering visiting the right accounts, right
people, relevant markets.
 Control “costs” and evaluate ROI on any sales activity.

STANDARD

 All team members must adhere to the guidelines detailed in this document.
 Final approver is the DOSM with the final sign off by General Manager

SCOPE

This document details the process to be followed and information required prior to submitting the
request to the Director of Sales and Marketing and Finance.

This procedure describe how to prepare sales call/trip following the company standards.

Shangri-La’s Villingili Resort & Spa, Maldives

Villingili Island, Addu Atoll, Republic of Maldives
Tel: +960 689 7888, Email: maldives@shangri-la.com
www.shangri-la.com/maldives
PROCEDURE - Following steps to be followed:

Sales Trip/Call preparation PROCEDURE

 Account Manager's should make scheduled business trip to the customer office.
 Review the previous meeting reports before meeting with the agent – then prepare the agenda
with the topics you want to discuss with the clients.
 Discus and review the agenda with the DOSM about the aim of the sales call : product meeting,
product training, trade show.
 Contact customer's or key decision makers at least one-month in advance (this can be vary
according to the market) and prepare the final agenda to be reviewed with the DOSM.
 Obtain Local Sales Support: Make sure the GSO understands the purpose of the visit. Local sales
representatives can provide a valuable perspective on the customer's current situation and
additional information.
 Send a confirmation letter: A confirmation letter with a simple agenda to the customers who
have agreed to be interviewed helps the customer understand that the visit is not a sales call,
but a chance for them to be heard and prepare for the interview.

 In case of outstation sales visit :

1. Apply in HRMS the business trip leave (start and end of the trip ) and get the approval from the
DOSM.
2. Prepare the Travel Authorization Form “ TAF “ and get the signature of the DOSM.
3. Prepare the cash advance form (estimated expenses for your trip Hotels,Meals,Transportation-
according with the company policy SOP ) and get the signature of the DOSM.
4. Enter the travel authorization form, cash advance form (signed by DOSM) into DMS together
with the sales call agenda and submit.
5. DMS will generate and e-mail with the final approval from DOSM and Finance .
6. Forward the authorization ( you have to download from DMS after you received the e-mail) to
the sales coordinator to proceed with the booking of the international airline tickets , cc the
DOSM (Hotels and internal transfer you book directly).
7. Prepare the sales kits, Brochures, presentation, production statistic, marketing expenses and
other necessary hotel information before visit.
8. Visit the clients as per the schedule and reach the location before the scheduled time. (is a good
manner to bring or deliver pastry / food if the meeting is crossing the breakfast or lunch time)
9. Prepare a detailed report about the sales visit.
10. Fill the petty cash form for the sales trip cost (together with the relative receipt) and attach with
the sales trip schedule, forward the proposal to DOSM for review and get the signature.
11. Enter the signed petty cash form into DMS and submit to the DOSM- Finance for the final
approval.
12. Enter the sales visit report / outcome of the visit on to the Delphi.

Shangri-La’s Villingili Resort & Spa, Maldives

Villingili Island, Addu Atoll, Republic of Maldives
Tel: +960 689 7888, Email: maldives@shangri-la.com
www.shangri-la.com/maldives