Hotel contract data guide
Hotel contract rate validation checklist
Use these checks after extraction and before approval. They catch common cases where a plausible number would become the wrong sellable rate.
Identify the scope of every rate
Confirm the hotel, contract version, room category, occupancy, board basis and market or customer group. The same amount can mean a different product when any of these dimensions changes.
Check whether the amount is per room, per person or per night, and whether taxes or supplements are included. If the source does not say, mark the value unresolved instead of assuming the usual convention.
Test the calendar
List all season and validity intervals in date order. Look for gaps, overlaps, reversed dates and rates whose period falls outside the contract validity. Check the year carefully when a season crosses New Year.
An overlap is not always an error: special offers and amendments can deliberately coexist with base rates. It is a reason to inspect priority and applicability, not a reason to delete one row automatically.
Check amounts and conditions together
Verify currency, decimal separators and any change of currency within the document. Compare room and board combinations across seasons to find missing prices, unexpected duplicates or an amount copied into the wrong column.
Read the nearby notes. Minimum stay, child prices, supplements, blackout dates and cancellation rules can alter how a rate is used even when the base amount itself is correct.
Finish with a source-based review
For every warning, let a reviewer open the supporting part of the contract, correct the structured value or record why the apparent conflict is valid. A checklist is most useful when every exception has a decision.
After review, approve a version and then export or sync it. Keep the document, corrections and approval together so the next amendment can be compared against a known starting point.