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Hotel technology RFP template 2026

A printable RFP template covering the questions independent-hotel operators should ask vendors during PMS, booking engine, payment processor, channel manager, and guest-journey platform evaluation. Designed to print cleanly to PDF; the form fields are blank for vendor responses.

How to use

  1. Print this page (use the button above) or save as PDF.
  2. Customise the "Property profile" section with your property details.
  3. Send a copy to each shortlisted vendor for written response.
  4. Compare vendor responses side-by-side using a consistent framework.
  5. Verify the most important answers in a live demo before signing a contract.

Section 1: Property profile

Property name:

Number of rooms:

Property type (boutique, B&B, hostel, serviced apartments, full-service):

Current PMS / tech stack:

Primary OTAs:

Annual revenue band:

Section 2: Pricing and contract

Published pricing for our property profile (per room, per month, or per property):

Setup or onboarding fees:

Minimum contract length:

Modules included in base price vs add-ons:

Annual price escalation policy:

Section 3: Integration architecture

List of named PMS systems this product integrates with directly (not via XML feed):

Integration mechanism for our PMS (REST API with webhooks, polling, XML feed, manual):

Latency end-to-end (reservation in PMS visible in your product):

Which fields flow bidirectionally vs unidirectionally:

HTNG Specifications supported:

Section 4: GDPR and data protection (EU operators)

Data Processing Agreement (DPA) template available?

Standard Contractual Clauses (SCCs) for non-EU data transfers?

Data retention policy (default and configurable):

Data subject access request (DSAR) workflow:

Where is guest data physically stored (which datacenter / country):

Section 5: Implementation and support

Realistic timeline for our property profile from contract signature to go-live:

Onboarding model (self-serve, guided, white-glove):

Training included in base price (hours, format):

Support hours and language coverage:

SLA on critical issues (e.g. booking engine down):

Section 6: References

Provide 3 references from properties with similar profile (size, segment, region):

Hotel Tech Report category ranking and review count:

Public case studies on hospitality websites:

Section 7: Exit and migration

Data export format (CSV, JSON, full database backup):

Migration support to a successor product (free, paid, prohibited):

Contract termination notice period:

Licence and usage

This RFP template is free to use and adapt for any commercial or non-commercial purpose. Attribution appreciated but not required. Compiled by Maciej Dudziak, founder of Guestivo.

For deeper context on each section, see the HTNG integration specifications resource, the GDPR compliance checklist, and the /pms/ reference with sourced pricing for the 8 most-evaluated cloud PMS platforms.