FORMATS

1. RESERVATION FORM
• A document where all the detailed
information about the guest is
recorded at the time of room booking
request.
• Filled by reservation assistant at
reservation section.
 HOTEL ABC
RESERVATION FORM
No. _____

Name of the Guest___________________________________________________

Company __________________________________________________________
Address of the Guest _________________________________________________
___________________________________________ Tel. ___________________
Date of Arrival __________________ Expected Time of Arrival
_____________
Date of Departure ________________ Expected Time of Departure
___________
No. of Pax _________________
Type of Room S [ ] D [ ] T [ ] Other Category
_______________________
Room Rate ________________ Discount ____________________________
Mode of Arrival ____________ Flight No. ___________________________
Mode of Payment/Settlement of Bills
___________________________________
Credit Card No. ____________________ Date of Expiry
____________________
Remarks Reservation Asst.
Personal Details of Person/Agency Making the
Name ______________
reservation___________________
Signature
__________________________________________________________________
 2. BULK RESERVATION FORM

• Form in which relevant details and

information about group room
booking is noted at the time of booking
request.
 HOTEL ABC
BULK RESERVATION FORM
No. _____

Group No. _____________________ Tour Operator _____________________

Group Leader___________________ Telephone No.
____________________
Number in the Group _____________
Arrival Date ____________________ Arrival Time _____________________
Departure Date _________________ Departure Time
Accommodation Meals Break up
__________________

Room No. Rate Day Breakfa Lunch Dinner

s s st

Special Requirements____________________________________________

Date _________________ Signature ________________

 3. ROOMING LIST
• A list prepared by the receptionist for
the groups and crews, containing the
names of group members and
corresponding room no.
 HOTEL ABC
ROOMING LIST
S. No.______
Source of Booking: ______________                                         Date:________
Name of Group Leader/Airport Representative_______________________
S. Name of Address Room no.Nationalit PassporRemark
no. Guest t no. s
y

Front Office Assistant

 SERVICE CALL SLIP
• A service call slips control the movement of
bellboys outside the hotel.
• Miscellaneous jobs such as postage stamps
handling, taking care of outgoing mail of the
hotel, buying cinema tickets, medicines from
outside, going to banks, post office etc are
done by the bell desk.
• A service call slip controls the movement of
bellboys by noting service timing.
 HOTEL ABC
SERVICE CALL SLIP

S. No. _____
Date_________
Please permit the following employee/s for outdoor work at
__________________
From _________________
For use hrs tohead
of Departmental ________________ hrs.
For use of Security
department
S. Name Token Time Out Time In
No. No.
1.
2.
3.

______________________                                                           __________________
    Department Head                                                                             Security Head
IMPORTANT
This form must be submitted to Personnel department immediately
on return failing which deduction in wages will be effected.
Verified By _________________________________(Personnel Department)
 HANDLING GUEST MAIL
Mails
(Ordinary or
Registered)

Guest Mail Hotel

Mail

Resident Checked- Future Official Employe

Guest out Guest Guest e
• Mail : letters and parcels sent by post.
• The term mail covers up both
incoming and outgoing mail.
• The incoming guest mail is sorted out
in three categories i.e mail for the (i) In-
house Guest
(ii) Guests who have already checked
out
(iii) Guests who have not yet arrived.
 (i) In-House Guest Mail Handling
• In case guest is in his room, he is intimated
about his mail and if he is so desires a
bellboy takes his mail to his room.
• In case the key of the room of the in-house
guest is in Key & mail rack i.e. in the pigeon
hole (which means guest is not in the room),
the in-house guest mail is put in the key and
mail rack & is delivered to him along with
his room keys when he comes to the counter.
• Sometimes the guest may go out of his room
without leaving the key on the counter. In
such cases a Mail Advise Slip is put on the
key knob of the door so that if he goes to
room directly he would know about the mail
which the hotel has received in his absence.
 MAIL ADVISE SLIP

Attention
Name: Room
No.
Please contact Information or
Telephone operatorLetter
Telegram for:
Telex Message

Parcel
Date:
Time:

Signature
URGENT
 (ii) Checked-Out Guest Mail
Handling
• The mail of the checked-out guest is checked
with the forwarding instructions and mail is
forwarded according to the instructions left
by the check-out guest and appropriate
entries are made on the Mail Forwarding
Slip.
 HOTEL ABC
MAIL FORWARDING ADDRESS SLIP
This address will be in file for 15 days, unless other requested. Please
fill it and handover at the reception.

Mail Forwarding Instructions

Date:

Forward Until ____________ Hold

Until___________
Name:__________________________________________
Forwarding Address: ___________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

RECORD OF FORWARDED MAILS

S. Date Type of Forwarding Forwarded By
No. mail Address
 (iii) Future Guests
• Mail of such guests is marked with the date
of arrival and kept in the ‘hold mail rack’.
• This information is then marked on advance
reservation slip/movement list.
• When guest arrives the mail is handed over
to him at the time of registration.
 Message handling
HOTEL ABC
LOCATION FORM
Name of Guest. ____________
Room No. _________________
While I am out of the hotel room I am
expecting:
• Mr/Ms _____________________ to visit
• Telephone call

In an event if I am not in my room

kindly locate me at:
• Coffee Shop
• Swimming pool area
• Restaurant
• Other (Specify)_________________

Or convey my message to caller/visitor

Message:
___________________________________________
___________________________________________
Signature of Guest
________________________
 HOTEL ABC
MESSAGE SLIP

Date: _____________ Time: _________

Name of Guest: ______________________________
Room No.: __________________________________

In your absence
Mr/Ms_________________________________
From_____________________________________

Called By Tel. Please Call

Came to See you Back
Will return

Wants to see you Urgent

MESSAGE__________________________________
__________________________________________
__________________________________________
RECEIVED
BY________________________________
CHANGE OF ROOM PROCEDURE
 HOTEL ABC
CHANGE OF ROOM SLIP
S. No. _________ Date:
_________
Time__________
From Room No. ____________ To Room No. __________________
From Rate ________________ To Rate________________________
Name of the Guest _______________________________________
Reasons For Change ______________________________________
Change Authorized by _____________________________________

Signature
Copy to:
Front Desk Cashier, Bell captain, Telephone
Housekeeping, Room Service
 HOTEL ABC
LUGGAGE OUT PASS
Name of Guest____________ Room No. _________
Date of Departure____________ Time______________

Bill no.: __________________

Billing Settlement
Complet Partial Corporate Others
e Settlement
______________________________________________________

____________________                                    ________________
Authorized Signatory Date
KEY CARD OR WELCOME CARD
• A sort of identification card given to
guests by the receptionist at the time of
check-in.
• Small card containing details of guests
and services provided by the hotel.
• The key card has the following
functions:
• It is used as a welcome card.
• It gives information about the guests stay.
• It is a key security card (every time the
customer receives the key from the desk
he will have to produce this card so that
the key is not handed over to any
unauthorized person ).
LEFT LUGGAGE HANDLING
• The term ‘Left Luggage’ is attributed to
luggage left by a guest who checks out
of the hotel but wishes to collect his
luggage later.
 A Guest request to keep his/her luggage after
check-out

Check if the guest has settled his/her account

Accept luggage for keeping in Delivering the luggage kept

the left luggage room in the left luggage room
Prepare lugg. Tag for every
article to be kept in the left Request the guest to show
lugg. room the counterfoil of the lugg.

Enter the details in the left

lugg. rageister
Detach the counterfoil of the
lugg. Tag & hand over to the
guest; the guest is reqd to
present the same while
collecting the lugg.
Keep the luggage in the LLR
Tally it with the lugg. tag
Request the guest to sign in
the LLR to acknowledge
receipt
Hand over the luggage to the
guest
 S. No.__________
Hotel ABC Name__________
Room No.___________
No. of Items_________
_____________________________ Date of deposit________
Date of collection____________
Actual Date of Collection______________
Guest Signature
.

‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐
Luggage Tag

_______________________________
Guest Signature
 HOTEL ABC
LEFT LUGGAGE REGISTER