How to Take Reservations

1. Confirm the type of accommodation the guest desires.

2. Confirm availability of rooms on the dates requested.
3. Complete the reservation record/form.

- The following information should be solicited from the prospective guest

and recorded on the record;

1. Date of Reservation record the date that the guest made the reservation on,
using the format style of the hotel such as 10/10/06 or Oct. 10, 2006.

2. Reservation Clerk – write the reservation clerk’s name or initials, or the number of
the clerk
accepting the reservation.

- It is important to be able to go back and check with this person in the

event that some of the information needs to be clarified.

3. Arrival Date- use the format set by the hotel

- Time of arrival is important to know especially if the hotel is overbooked on the date
of arrival
- A reservation with A.M. arrival that has not shown by late evening could indicate a
no-show.

4. Departure Date – in the event the guest is not sure, enter an approximate date
with question mark so it can be confirmed when the guest checks in.

5. Number of Nights – enter the number of nights the guest plans on occupying
the room, and this should correspond with the arrival and departure dates.

6. Number of persons – this number is broken down according to adults and

children. In many hotels, there is no charge for children occupying a room
with adults.

7. Rate Confirmed – it is very important that the rate quoted to a guest be correctly
recorded.

8. Number of Rooms – the number of rooms requested and the type of room should
be closely monitored. Various types of rooms should be explained to the guest
with the possibility of upselling to a higher priced room.

9. Special Requests – these are only request and should not be promised to the
guest at this point. Such request might include amenities such as a room
overlooking the pool.
10. Telephone – telephone number where the guest may be reached during
the day should be recorded, with the area code.

11. Name – be certain to get the correct spelling of the guest’s last and first name and
the middle
initial.

- Any title used by the guest, such as “Dr” or a military rank, should be recorded.
- Be careful not to record the name of the caller if it someone other than the guest.

12. Address – be sure to get the numbers, the post office box numbers and the zip
code entirely.

13. Representing – if the guest is on a trip other than vacation or personal

business, this information should be recorded

- Such information includes the name of the company or the name of the
convention the guest is attending, if the guest is a business account, record
the business address of the company.