T.L.

E
Front Office
Services
Wheshele R. Ulep
Luis Y. Ferrer Jr. West National
ROOMS SALES

AND
RESERVATION
S
Avenues/ sources for Rooms Reservations

•Reservation may be
received through.
 1. Letters
•This letter may be opened and
handled by the Rooms
Reservations Manager, or
whoever heads the reservations
section.
 2. EMAIL or INTERNET ACCESS

•Patrons can now easily place

their reservations by email.
•Most hotel have their own
website that can be easily
accessed by patrons.
•The prospect can access
information about the
hotel, rooms, facilities,
services and other
information.
The website of the hotel already
provides reservation forms where
guests can book and write details
of their reservations.

Payment of deposit can also be

done online.
 3. FAX
•The fax machine has the
advantages of being able to
accept instantaneous bookings
even when there is no clerk
available to get the resevations.
4. TELEPHONE

•Incoming telephone calls

concerning reservations will be
answered by the Sales/
reservations Office Or the Front
Desk.
 5. In Person
•Booking parties may personally
contact the Room Sales or
Reservations Office to make
reservation or to inquire about the
rates and the terms.
 6. COMPUTERS TERMINALS

•In recent years, bookings

are made faster through
computer terminals which
may be operated through:
 a. Call Centers

•This computerized
reservations system is used
by large hotel chain and is
often linked to a call center.
7. via Central Booking Offices

•Groups of hotels usually

have central booking
office, handling bookings
for all their properties.
 Basic Procedure in taking
reservation
1. Greet the client and offer
assistance.

2. Once request for reservation is

received, find out from the
inquiring party the dates and the
type of room required.
Then check if there is an
available room
corresponding to the
room required. Refer to
the reservation chart.
3. Inform the guest if a room is
available.
•If the room is not available, offer
alternative room that is available.
•Tell the booking party that the guest
room could be transferred to his
prefered room the moment it is
vacant.
4. Once room availability is
confirmed, get detailed
information as outlined
below. Then enter these
details on a reservations
card.
5. All pertinent information
regarding reservation shall
be indicated in the room
reservations card.
Room Reservations Card include:
a. Name/s of Incoming Guest
The last name ( surname)
must be written first followed
by the first name and middle
name, then the title.
•If the party is man and
wife, The title should be
written M/M.
b. Number of Persons
Arriving
c. Arrival Date and Time
d. Information/ Time of
arrival
•The name of airline,
numerical designation of the
carrier and the place of origin
must be taken whenever
available. The time of arrival
in the hotel is taken in case
the guest is arriving.
e. Departure Date

f. The number of nights the

guest is expected to stay in the
hotel.
Example:
Arrival - July 27, 2018
Departure - July 31, 2018
Number of Nights - July
27,28,29,30,31 – 5 nights
g. The number (quantity),
type of room and type of
bed required.
 h. Room Rate
The client must be informed of the
room reserved. If he is a repeat
guest, the hotel may refer to the
Guest History Card and apply the
rate which the guest enjoyed in his
previous visits.
 i. Billing Arrangement
•Specific arrangement as to the
manner of the bill settlement.

•PAX ACCOUNT, abbreviated as PA

(Personal account of guest) is when
the guest will pay to the hotel directly
•Company Account
(abbreviated as CA)
indicated when bills will be
charged to the company.
j. Remarks
In this space, the clerk
notes down special request
or arrangements.
Example:
VIP, commissionable, with extra bed,
fruit basket, special amenities etc.

Status of reservation must also be

indicated here.. (confirmed, regular, Or
non guaranteed.
k. Booked By

The name of the person

making the reservation,
this telephone number
must be recorded for
reference purpose.
L. Accepted By
Reservation clerk who
accepted the reservation
must initial the form for
record purposes.
m. Date of Acceptance of
Reservation
From the reservation form/
card, the reservations data
are transferred to a
reservation slip which is
prepared to duplicate .
•Print the reservation slip
and make sure the
information is complete.
The original copy of the slip
goes to the reservation
rack. And the other one is
filed..
seatwork;
•Make a sample of
reservation card in a one
whole sheet of paper. Fill up
the form below.
 ROOMS RESERVATION
FORM
•Guest name/s:
•Company: Nationality:
•Address: Tel. No.
•Booking Person: Contact No.
•Arrival date: Time:
•Departure date:
•No. of rooms Nights: 2
•Guest Type
( ) FIT
( ) Airline Crew
( )Travel Agency account
(x) Corporate account
( ) sariling atin
( ) balikbayan
•Billing arrangement:
( ) Cash basis.
( ) Credit card
(x) Charge to company
( ) Guest accpount
•Guaranteed (x) Yes ( ) No
•By company: ______________
•By individual ( ) Yes
•Account Number:_____________
•Remarks: special arrangement If any:
Prefer room at lower floor
 ROOM TYPE NO.OF ROOM ROOM
PAX RATE NO.
Twin Standard
Double De Luxe 2 $100 201
Junior Suite

Received/ entered by Joyce R.

Via : FAX
( X) confirmed ( ) to be confirmed
Approved by Mr. E. Sanatos
 Changes/ Amendments to
Reservation
NAME OF GUEST:
EXPECTED ARRIVAL:
( )Change of arrival date from ____to ___
( ) Extension of stay up to ___________
( ) Change of rate from ______ to ______
( ) Change of room from ______ to _____
( ) Cancelled ( ) Others

Noted by ___________Date ____________

CONFIRMATION NOTICE
FORM
•A notice of confirmation
of reservations may be
sent to the guest or to the
booking party in writing
through fax, email or by
mail.
•This confirmation letter
can serve as a written
evidence of agreement or
contract and works to the
advantage of both parties.
 CONFIRMATION OF RESERVATIONS
CROWN ROYALE HOTEL
Balanga, Bataan

August 1,2018

Dear Mr. Takanashi:

thank you for making reservations
with Crown Royale Hotel. Details of your
room reservations are outlined below.
Please call us should you have some
questions or changes to be made.
•Name of the guest:
•Adress: date reservation is received:
•Contact persons:
•Telephone No:
•Arrival date
•Departure
•No. of rooms nights
•No. of Persons
•Room type
•Room rate
•Number Of rooms
•Room Number
•Billing arrangement

__________________
Front office Manager