Who this is for: revenue managers, sales managers, and front desk staff at independent hotels, hotel groups, motels, resorts, B&Bs, parks, and hostels who publish or distribute standard room rates.
A hotel rate sheet lists a property's standard rates by room type, season, or segment. It's a reference document, distinct from a day-by-day calendar. Guests, travel agents, corporate accounts, and wholesalers often need different versions of the same rates. Some properties only need one seasonal sheet. Others need separate sheets for corporate accounts and travel partners. This page covers all three formats.
What's Included in This Template
- Property name and effective date range
- Room type and rate season
- Rate by season or rate code
- Rate plan or segment name (rack, corporate, government, AAA, etc.)
- Minimum or maximum stay tied to the rate, if any
- Commission percentage, for travel agent or wholesale sheets
- Taxes and fees, included or additional
- Currency
- Contact for booking or rate authorization
Which Rate Sheet Template Do You Need?
Most properties need one of three formats. It depends on the audience the rates are published for.
| Format | Use For | Key Fields |
|---|---|---|
| Seasonal Rate Sheet | Standard published rates across the year's rate seasons | Room type, season, rate |
| Corporate Rate Sheet | Negotiated rates for specific corporate accounts | Company name, rate code, contract dates |
| Travel Agent / Wholesale Rate Sheet | Net or commissionable rates for agents and wholesalers | Rate code, net rate, commission percentage |
Template 1: Seasonal Rate Sheet
For standard published rates across the property's defined rate seasons.
| Room Type | Low Season Rate | Shoulder Season Rate | Peak Season Rate | Notes |
|---|---|---|---|---|
| Standard Room | $[Rate] | $[Rate] | $[Rate] | |
| Deluxe Room | $[Rate] | $[Rate] | $[Rate] | |
| Suite | $[Rate] | $[Rate] | $[Rate] |
Template 2: Corporate Rate Sheet
For negotiated rates tied to specific corporate accounts and contract dates.
| Company Name | Rate Code | Room Type | Negotiated Rate | Contract Start | Contract End |
|---|---|---|---|---|---|
| [Company Name] | [Rate Code] | [Room Type] | $[Rate] | [MM/DD/YYYY] | [MM/DD/YYYY] |
| [Company Name] | [Rate Code] | [Room Type] | $[Rate] | [MM/DD/YYYY] | [MM/DD/YYYY] |
Template 3: Travel Agent / Wholesale Rate Sheet
For net or commissionable rates distributed to agents and wholesalers.
| Rate Code | Room Type | Net Rate | Commission % | Valid From | Valid To |
|---|---|---|---|---|---|
| [Rate Code] | [Room Type] | $[Rate] | [Percentage] | [MM/DD/YYYY] | [MM/DD/YYYY] |
| [Rate Code] | [Room Type] | $[Rate] | [Percentage] | [MM/DD/YYYY] | [MM/DD/YYYY] |
How Do You Create a Hotel Rate Sheet?
Set the seasonal rack rate first. Build every other segment as an adjustment off that base.
- Set the rack rate by room type for each season before adding any other segment.
- Build corporate and government rates as a fixed adjustment off the rack rate.
- Confirm the commission percentage with each travel agent or wholesaler before publishing their rate.
- Note the effective date range on every sheet. An old version can't get used by mistake then.
- Distribute the updated sheet to every department and partner at the same time.
What Happens When a Rate Sheet Goes Wrong
- A travel agent books at last season's rate because nobody sent the updated sheet.
- A corporate account gets billed the rack rate when its contract rate has already expired.
- Front desk quotes a rate that no longer matches what's loaded in the system.
- A wholesaler's commission gets calculated off the wrong rate code, shorting their payout.
- Two departments work from different versions of the same sheet after a rate change.
Example: Completed Seasonal Rate Sheet
A filled-in example makes the rate structure concrete. This is a sample three-season sheet.
| Room Type | Low Season Rate | Shoulder Season Rate | Peak Season Rate | Notes |
|---|---|---|---|---|
| Standard Room | $99 | $119 | $159 | |
| Deluxe Room | $119 | $139 | $189 | |
| Suite | $169 | $199 | $259 | Includes early check-in |
Hotel Rate Sheet Templates by Property Type
All seven property types roommaster serves publish some form of rate sheet. Independent Hotels use the three templates above as written. The other six are below.
Hotel Groups Rate Sheet
Adds the specific property name and location. One distribution list can then carry accurate rates for every property.
| Property Name & Location | Room Type | Low Season Rate | Shoulder Season Rate | Peak Season Rate |
|---|---|---|---|---|
| [Property Name, City, State] | [Room Type] | $[Rate] | $[Rate] | $[Rate] |
Motel Rate Sheet
Drops the seasonal grid and most segments. Motels typically publish just a rack rate and a corporate rate.
| Room Type | Rack Rate | Corporate Rate | Notes |
|---|---|---|---|
| [Room Type] | $[Rate] | $[Rate] |
Resort Rate Sheet
Adds a mandatory resort fee and a separate all-inclusive package rate alongside the room-only rate.
| Room Type | Low Season Rate | Peak Season Rate | Resort Fee (Mandatory) | Package Rate (All-Inclusive) |
|---|---|---|---|---|
| [Room Type] | $[Rate] | $[Rate] | $[Amount]/night | $[Rate] |
Bed & Breakfast Rate Sheet
Lists each individually named room instead of a room type. It also notes whether breakfast is included.
| Room Name | Low Season Rate | Peak Season Rate | Breakfast Included |
|---|---|---|---|
| [Room Name] | $[Rate] | $[Rate] | [Yes/No] |
Parks (RV & Campground) Rate Sheet
Replaces room types with site types, since campgrounds publish rates by site, not by room.
| Site Type | Low Season Rate | Peak Season Rate | Notes |
|---|---|---|---|
| [RV Hookup/Tent Site/Cabin] | $[Rate] | $[Rate] |
Hostel Rate Sheet
Publishes a rate per bed alongside any private room rate. Hostel pricing usually runs per bed.
| Bed/Dorm Type | Low Season Rate | Peak Season Rate | Private Room Rate |
|---|---|---|---|
| [Dorm Type] | $[Rate] | $[Rate] | $[Rate, if offered] |
A rate sheet only works if it matches what's loaded in the property management system. A sheet that falls out of sync creates disputes at checkout and with travel partners.
How roommaster Fits In
roommaster PMS manages every rate, season, and segment from one central system. roommaster Channel Manager then syncs that rate to every OTA and travel partner at once. That centralized control helps drive an 85% reduction in distribution management time.
Frequently Asked Questions
1. What is a hotel rate sheet?
Lists a property's standard rates by room type, season, or segment for any audience.
2. What's the difference between a rate sheet and a rate calendar?
A rate sheet lists standard rates by season. A rate calendar tracks the rate for each date.
3. How often should a hotel rate sheet be updated?
Whenever a rate season changes, a contract renews, or the property adjusts its published rates.
4. Do travel agents get a different rate sheet than guests?
Yes, agents typically receive a net or commissionable sheet instead of the public rack rate.
5. Can a rate sheet include government or per diem rates?
Yes, add a rate code and column for any government or per diem rate honored.
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