3.

REPORTING HOUSEKEEPING DOCUMENT

3.1 Writing housekeeping report
Good housekeeping is almost impossible without good maintenance of equipment and
facilities. In maintaining order, hygiene, and comfort in hospitality industry, a good
communication is necessary between housekeeping and front office department.
One of the forms of the communication is reports. Generally, these reports are as follows
a. Room status report Room status report is integrated with an online system through
computer, so that the status of the room can easily be known by the front office.
Housekeeping is responsible for updating the status of the room as soon as possible after
being checked by housekeeping supervisor. Room status reports include Vacant Clean (VC),
Vacant Clean Inspection (VCI), Vacant Dirty (VD), Sleep out (SO), Occupaid No Lugagge
(ONL), Out of Service (OS), Out of Order (OO) Do not disturb (DND), etc.
b. Room discrepancy report Housekeeping checks directly the status of the room based on
the status displayed on the computer. The difference in computer status is actually called
Room Discrepancy. This report is usually done at least 2 times a day between 10 am and 5
pm. The room discrepancy report displays a list of inconsistent status of all room in
Housekeeping status and Front office status. The "Sleep" discrepancy means that
Housekeeping status is occupied and Front Office status is vacant. The "Skip" discrepancy
means that Front Office status is occupied, and Housekeeping status is vacant.
c. Lost and found report After the guests check-out, rooms are checked by housekeeping and
ensure that the hotel's belongings is complete. If anything is missing, housekeeping reports to
the front office to process the return or payment. Housekeeping also reports every discovery
of items left behind, then housed in housekeeping as lost and found items. The items can be
classified as
i. Valuable items The items are kept for six months according to the hotel policy, If there is
no report from the guest, an auction to be conducted.
ii. No valuable items These items are kept for three months in safe custody after making
necessary entries. If there is no report until the time, these items are to be disposed off. Eg:
To be distributed to the finder.
iii. Perishable items. Perishable nature lost and found items will be kept for three days. In
case of any quarry, it will be kept further.
d. Facility forecast report The report displays a weekly forecast summary for the property,
that includes numbers of arrivals, stay overs, departures, adults, and children. Also displayed
is a break down of the Facility Tasks as well as the total number of items needed to be
completed for the selected days.
e. Room status change report The report displays changes made in a room status that was
completed by a user, telephone interface, or automatically changed by the system ie VIP
rooms, Expected Arrival, Expected Departure, Group, Check out, show room and change
room. The report tracks room changes from any housekeeping status to another housekeeping
status, and matches what is shown on the user activity log.
3.2 Delivering housekeeping report orally to the concerned with proper grammar
Beside being written, it is also necessary to deliver the report orally to the concerned. Since
the report should be conveyed clearly and formally, there are some things you need to pay
attention to. 1. Plan the time to prepare what you will state.
2. write short notes
3. Use more formal language.
4. Use simple sentences to state the ideas clearly.
5. Do not speak too quickly so listener to understand your ideas. Include a short pause after
each idea.
6. Speak clearly with appropriate volume.
7. In case you forget anything, have your notes ready
8. Practise your presentation.
9. Use expressions to make your opinion clear.
10. Look at the person who are listening to you.
Some English expressions can be used in delivering report orally.
1. At the beginning, you can use expressions such as ‘I’m going to talk about ...’, ‘I’d like to
talk about ...’, or ‘The main focus of this report is ...’
2. In delivering the content of the report, you can use some chronological expressions as
First of all, ...Firstly, ...Then, ...Secondly, ...Next, ...Finally, ...Lastly, ...To sum up, ...In
conclusion, ...
3. To support and add ideas from the same point of view, use expressions such as ‘In
addition, ...’, ‘What’s more, ..., ‘Also, ...’, or ‘Added to this, ...’
4. To emphasize the opposite point of view you can use words and expressions such as
‘However, ...’, ‘On the other hand, ...’, or ‘Then again, ...’