Booking Proposal Document

This article explains how to set up and send the booking proposal document. You have the option of requesting a prepayment. If you use our integrated payments solution RaccoonPay, you can also choose to request credit card guarantee.

Yogan Govender
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16 steps
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2 minutes

Roomraccoon

Reservations that have the status of 'Provisional' will not be available to book from other guests through your OTAs and booking engine.

Create your Booking Proposal Document

Navigate to the **Documents** module in your RoomRaccoon account.

Navigate to 'Booking Proposal' and click "Add new document"

Click the "Name" field to rename the document. *This is also the subject line of the email guests receive.*

Click here to customise the text in the booking proposal document. Add a welcome message or thank the guest for enquiring about your hotel.

Don't forget to **Save.**

Send the Booking Proposal

Navigate to the reservation or create a reservation for the booking enquiry. Make sure to add: - the booker and/or guest details - Select the dates - Choose a rate; - and add any requested add-ons.

Click the reservation status dropdown and select "**Provisional**".

Don't forget to **Save.**

Once saved, scroll down to the Documents section. Click the 'Email & Print Documents' dropdown to select the **booking proposal document.**

Click here to preview and send the document to the guest.

Here you can see an overview of the booking proposal. It will include details from your [**function sheet**](https://contact.roomraccoon.com/en/support/solutions/articles/150000199491-the-function-sheet) if you have added them.

Click here to add and adjust a prepayment if required for the guest to secure the booking. This can be set as a specific amount or as a percentage of the total cost of the reservation.

Prepayments are not mandatory, but are useful for you to secure a booking, reduce the risk of no-shows and minimise last-minute cancellations.

Credit card guarantee option is exclusively available to users with our integrated payments solution **RaccoonPay.** With this option you can: - Collect a stored credit card as a guarantee - OR let guests pay the full balance using an alternative method like Bancontact or iDEAL (depending on the region). - Enable post-stay charging for incidentals using the stored card - Provide a seamless, guest-friendly confirmation flow—no card? No problem.

If you would like to use **credit card guarantee,** tick the box for 'store card instead'.

Guests will then be led to the payments page once clicking on 'confirm proposal'.

**Disclaimer**: A small card storage (tokenisation) fee applies. This enables you to securely store the card in the guest profile and reservation for future use—without requiring re-entry.

Remember to set a expiry date for the booking proposal.

**Important to note:** - If you do not select an expiry, the system will automatically select a 1-day expiry notice. - If the reservation surpasses the expiry date, the guest will no longer be able to confirm their reservation. - The booking will not be deleted from your calendar in case you wish to re-contact the guest and re-engage them in another offer. - [Set a reminder for yourself](https://contact.roomraccoon.com/en/support/solutions/articles/150000167538-how-to-set-a-reminder-for-your-booking-proposal) about the booking proposal.

You can choose to change the email address if you wish to send it to the guest directly instead of the booker. Once ready, press **send.**

Best Practices - Use credit card guarantees for bookings where flexibility is key, but financial protection is needed. - Communicate clearly in the proposal terms how and when the card might be charged (e.g. cancellation policy, payment policies, booking terms and conditions). - For group or corporate bookings, this provides a non-intrusive way to confirm intent without upfront payment. - Monitor proposals with stored cards via the reservation or booker profile for any follow-up charges. - If the guest pays in full via Bancontact/iDEAL, no future charging is possible—ensure this aligns with your policies. - Set a ‘valid until’ date to automatically create follow-ups in the reservation card to check on payment and reservation statuses. - Set reminders for you and your team to follow up on the booking proposal.