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Guest Registration

Guest Registration

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Published by: api-3734572 on Oct 15, 2008
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03/18/2014

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Guest registration procedures
1. Receive the guest with a smile, a wish according to the time.2. Check if he/she is holding reservation3. If there is a reservation, then no problem, otherwise check foravailability of rooms4. Get he guest registration card and fill it up5. Fill up the key and the welcome card6. If the guest is a foreigner, get the C form and fill it up.7. Allot the accommodation8. Fill the arrival register9. Make information slips and send them to telephones, room serviceand housekeeping (if the hotel has PMS then do not required10. Open guest folio11. Incase of VIP, CIP etc inform all the departments12. Lastly inform the bellboys to carry the luggage and escort theguest to the room and wish a comfortable stay in the hotel.Registration begins when the front desk agent extends a sincerewelcome to the guests. Warm greeting sets the tone for everythingthat follows. The front desk agent moves to the registration processafter determining the guest’s reservation status. To a great degreeregistration relies on the information contained in a reservation record.Front office personnel will find registration simpler and smoother whenaccurate and complete information has been captures during thereservation process.The registration process can be divided into six steps
Pre registration activity
Creating the registration record
Assigning the room and the rate
Establishing method of payment
Issuing the room key
Fulfilling the special requests
Pre registration activity
Through the reservation process, a guest provides nearly all theinformation needed to complete registration. In other words, guestswho make reservations will likely experience a more rapid check in.
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Pre registrations activities (registration activities that occur before theguest arrives at the property) help accelerate the registration process.Typically pre registered guestsonly need to verify informationcollected by reservations agents during the reservations process.Typically pre registered guests’ only need to verify information alreadyentered onto a registration cared and provide a valid signature in theappropriate place on the registration card.Pre registration involves room and rate assignment and creation of guest folio apart from producing registration card. However in someproperties they are reluctant to do room assignment as if there aresome last minute cancellations then may create an imbalance in thestatus of vacant rooms.Pre registration tasks are done in non-automated and semi automatedfront office systems also. But in many of such properties the preregistration services may be limited to specially designated, VIPs orgroups.Pre registration helps plan for special requirements of guests as well asof the hotel. For example, frequent guests may have specialrequirements of guests as well as of the hotel. And guests withdisabilities may need rooms outfitted to their special needs. By preregistering these guests, the front desk agent can be sure to satisfythem. In addition pre registration help as managers when they knowthat the hotel will be in full occupancy in next several days.
The registration record
After a guest arrives at the hotel, the front desk agent creates aregistration record, a collection of important guest information.Registration cards facilitate the registration process and require gueststo provide his/her name, address, telephone number, companyaffiliation and other personal data. The registration card usuallycontains a space for guest’s signature. Generally this is a legalprerequisite to establishing guest’s relationship with the hotel. Inautomated properties the registration card can be preprinted whereinthe guests can verify and then sign. At the time of check in. the frontdesk agents needs to reconfirm the pre assigned rate and the planneddeparture date. The registration card is either filed in the room rack orattached with the guest folio.
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In an automated system the details will automatically getcommunicate to the required departments where in otherwise it needsto be passed on so that the guest is able o do credit purchases againstthe room account.At check out, the information captures on guest registration card maybe used as the primary source for creating a guest history record. Thisrecord may then become part of the data base to be used in the futureby the hotel’s sales and marketing efforts. The information containedin a guest history database can be analyzed to assist management indeveloping marketing strategies, marketing lists and detailed reports.
Guest registration card
As the name suggests the registration is done in the card form.Normally three copies are made with carbon papers. The original copyalong with C-form is send to the police, second copy is for hotelsrecords and the third one is kept along with the guest folio.’ But many times C-form is a separate document.
C-form
Under the rules C-form has to be filled up for all foreign residents of the hotel. The purpose of C-form is to furnish certain information tothe police to check on the movements of foreign nationals visiting thecountry.The C-form has to be filled in duplicate for all individuals includinghusband, wife and all the children. Nationality, passport numbers, dateand place of issue, purpose of visit, address, duration of say are allmain details found in C-form.When a group is staying only one C-form is made for the whole group.The groups rooming list, which consists of all group member’s namealong with their nationality, passport number, date and place of issueare printed. The group rooming list along with the C-form prepared forthe group is sent to the police.c-forms have to be sent to the police within 24 hours of arrival of theguest. 
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