Travel agents, tour operators, corporate travel managers, meeting planners, and journalists all ask hotels the same question: Can you send me your fact sheet? They want the numbers that brochures leave out: how many rooms of each type, how big they are, how far the airport is, how many people the ballroom seats. A Hotel Fact Sheet gives them all of that on one elegant page. This template does it with the understated style of a boutique property, so it doubles as a sales piece.
Who Asks for a Hotel Fact Sheet
| Audience | What they check |
|---|---|
| Travel advisors and tour operators | Room types, bed configurations, location, amenities |
| Corporate travel managers | Distance to offices and airport, Wi-Fi, fitness, parking |
| Meeting and wedding planners | Meeting room sizes and capacities, catering |
| Online travel agencies | Accurate facts to load into listings |
| Travel journalists | History, renovation, dining concept |
Cream, Ink Blue and Antique Brass
The design is quiet and luxurious. A full-width hero photograph fills the top of the page. Below it, the hotel’s name, THE LINDEN HARBOR HOTEL, is set in widely spaced Cormorant Garamond capitals, with A boutique waterfront hotel · Charleston, South Carolina in brass underneath and a small brass diamond between two fine rules. The background is a warm cream, headings are deep ink blue, and brass rules separate the sections.
The left column holds Property facts (opening year and renovation, room count, check-in and check-out times, airport distance, parking and pet policy) and a Room types table with each room’s size, beds, and number of rooms. The right column shows nine Amenities as brass-ringed icons with captions (free Wi-Fi, pillow menu, 24-hour fitness, valet parking, concierge, front desk, airport shuttle, event planning and green certification) and a Meetings & events table with square footage and reception and banquet capacities. Below are a Dining paragraph, a Nearby list of attractions with distances, an ink-blue reservations panel with phone and email, and a QR code captioned Scan to book direct. The sheet is built for US Letter at 8.5 by 11 inches, portrait.
Updating the Linden Harbor Template
- Swap the hero image with Replace Image; use your best exterior or signature view, ideally landscape.
- Retype the hotel name and location line. Long names fit if you reduce the letter spacing slightly.
- Property facts is an information table. Select it and choose Edit Data to change facts or add rows, such as resort fee or EV charging.
- Room types and meeting spaces are editor Tables too; + Row adds more room categories or meeting rooms.
- Amenity icons are editable vectors. Replace any of them from the icon library and retype the caption.
- Update the QR code in the Barcodes & QR panel to point to your booking engine.
Facts Planners Wish Every Hotel Included
Meeting planners repeatedly say hotel fact sheets leave out the details they need to shortlist a venue. If you have room, add ceiling heights for meeting rooms, whether the ballroom divides into sections, audio-visual capabilities, the number of accessible rooms, the maximum group size for a room block, and whether there is on-site catering or approved outside caterers. For leisure travel advisors, add connecting rooms, cribs, rollaway availability, and the minimum age for check-in.
Writing the Dining and Location Copy
Keep the dining paragraph concrete: name each outlet, describe the food in a few words, and give opening hours. For location, list distances to places your guests actually go, in the unit your market uses, and include travel time where traffic matters. A list of four or five meaningful places beats a long list of every landmark in the city.
Keeping Facts Accurate Across Channels
Hotel data spreads everywhere: online travel agencies, global distribution systems, wedding sites, meeting platforms, and review sites. Inconsistent facts, such as a different room count on two sites, damage trust. Use the fact sheet as your master reference. When anything changes, update the sheet first, then push the change to every channel. Date the footer so recipients know how current it is.
Sales Uses Beyond the Fact Sheet Request
Sales managers include it in proposals for group business, bring printed copies to trade shows and sales missions, and email it after site inspections. Revenue teams send it to new corporate accounts. Public relations teams include it in press kits for travel writers. And front desk teams can hand it to guests who want a quick overview of the property.
Resorts, Inns and Serviced Apartments
The layout adapts easily to resorts, bed and breakfasts, serviced apartments, inns, conference centres and vacation rental companies. A resort might replace the meeting table with a table of pools, spa treatments or kids’ club ages. A bed and breakfast might shrink the room table and expand the dining section to describe breakfast.
Translating the Sheet for International Partners
If a large share of your guests arrive through overseas tour operators, create translated versions for your main source markets. Duplicate the page, retype the text, and keep the tables in the same order so partners can compare versions. Give distances in both miles and kilometres, and state check-in times in the 24-hour clock for European and Asian partners.
Paper and Finish
The cream background and brass accents look best on a heavier uncoated or silk paper, which gives the page a hospitality feel in the hand. For trade shows, print on 100 lb silk. Digital recipients get the PDF, which keeps the hero photo sharp.
Photography Tips for the Hero Image
The hero photo sets the tone for the whole page. Choose an image taken in soft light, early morning or at dusk, with the building or view clearly recognisable. Avoid wide-angle distortion and busy foregrounds. If your strongest photo is of a room or the pool rather than the exterior, use it; the goal is to show what makes the stay special.
Hotelier Questions
Should rates be on the fact sheet?
Usually not, because they change daily. Include a rates-from figure only for trade partners who expect it.
Can I add a second page?
Yes. A second page often holds meeting room floor plans or a map.
Can I list certifications?
Add a row to the property facts for sustainability, accessibility, or quality ratings, or add badges near the amenities.
Open the template, add your hotel’s photo, rooms and spaces, and give every partner the facts they need to sell your property.
