Preparation for Guest Arrival in Reservation Section | Krishna Baludra

Preparation for Guest Arrival in Reservation Section

Preparation in reservation section is done on day prior to the arrival of the expected guest. It involves checking of records which were made for the arriving guest at the arriving guest at the time of booking and generating documents based on already available information and transmitting the same to the front desk at close of reservation.Depending upon the systems used for reservations the preparation will vary. Usually all hotels maintains a correspondence file which contain the set of documents pertaining to each reservation request. The set may have documents such as request letter from the guest, copy of offer letter of the hotel, confirmation letter from the guest and copy of acknowledgement letter sent to the guest by the hotel, the reservation form made by the hotel for the guest and also a copy of Whitney Reservation Slip. Depending upon the mode of booking all the above documents or some of the above documents will be there for every expected guest.In case of a small hotel which is using dairy system of reservation, one day before the guest arrival the reservationist will tally each set of documents in the correspondence file of that day with the records of dairy for the same day booking. If there is any discrepancy the same will be sorted out and necessary correction will be sent made. Next a movement list will be made on the basis of the dairy for next day arrivals. Movement list is a document which contains the names of expected arrivals and expected departure for next day. The information about expected arrivals can be found from the folded slips of room rack.In case the hotel is using fully automatic systems, the front desk does not need any movement list and all the necessary information about those days’ arrivals can be viewed on the Visual Display Unit (VDU) as and when needed.