File / Folder Booking

Application
Management for letter

Bookings

File #3

Work Order (W.O): Rejected W.O :

File #1 Contains all Contains copies of all
Incoming Rejected applications &
applications corresponding reply
letter from SRGT

Approved W.O : Completed Bookings:

File #2 Contains Contains copies of all
Copies of Approved completed bookings
applications

File #4

*Note:
Client 1 Client 2 • All corresponding documents must be
photocopied & attached along with each
booking application letter& filed in the
designated folder.
Approved applications & all • Folders are to be made as per yearly
corresponding communication goes to financial cycle
Individual client files
 Booking
Applicati
on letter

Booking Workflow

• Step 1: Send the Booking application for approval. Highlight Dates & Event Details
• Step 2: If approved, make a copy of the booking application and move the copy to the Approved W.O Folder (File #2). If rejected, send the
client a letter/email stating the reason (eg. Overlapping booking dates, etc) and file it in the Rejected W.O file (File #3)
WORK ORDER
FOLDER
File # 1

• Step 3: Send the approval letter to the Client along with the T&C. The Client must read, sign & send back the T&C to state the Client has
agreed .
• Step 4: Upon receiving the T&C, send the client the performa invoice (must include SRGT bank details) for intimation of payment for
advance.
APPROVAL • Step 5: After the advance payment is received, file it in the Client’s respected folder . All corresponding communication should be filed in
FOLDER the Client’s folder till the end of the event.
File # 2

• Step 6: Enter the required information of the confirmed booking on the whiteboard.

WHITEBOARD
ENTRY

• Step 7: On the day of completion of the event, send the client the complete performa invoice / bill for payment of all total pending dues.
• Step 8: When total payment is cleared by the client. Make a copy of the Booking Application Letter, Advanced Payment, & Performa
COMPLETED Invoice / Bill and file it in the Completed Bookings Folder (File #4)
BOOKINGS
File # 4