Reception
• COMPANY: If the guest made a private booking, ‘PRIVATE’ is indicated. Should it be a business traveller from a company (for example, Sanlam) it is indicated, it can also be a travel agent (for example Rennies Travel).
• ADDRESS and TELEPHONE: Te address and telephone number of the guest, company or travel agent are completed.
• RESERVATION TAKEN BY: Te name of the receptionist (Sandy Johnson) is indicated.
Hotel diary Some hotels maintain a booking diary, usually a large loose-page ledger to which pages are easily added when necessary. A separate page is used for each day, the date being clearly marked at the top of the page. When a reservation form is received or a booking confirmed the names of guests, time of arrival, length of stay and any special requirements are entered on the date of arrival page. Notes are made on VIP guests, any tour groups, seminars or special events and the diary is used to alert and remind the front office staff of the expected activity on that day.
Name
JAMES/RMR BROWN/SMS
MAREE/EMR&MRS HEATH/CMRS
OWEN/JMR&MRS HARTMAN/JMR
Completing the form:
• Te date for this page of the hotel diary is indicated at the top – for this example 15 December 2015.
• NAME: Te names of the guests that made bookings for arrival on 15 December 2015 are listed in the name column.
• ROOM TYPE: Te room type that the guest requested is listed in the room type column.
• NUMBER OF NIGHTS: Te number of nights that the guest will be staying in the hotel will be indicated in this column.
• RATE: Te rate of the room booked is indicated in this column. • DATE: Te date that the booking was made is listed in the date column.
• CONFIRMED: Te initials of the receptionist who confirmed the bookings are listed in this column. Should there be any queries about the booking; the correct receptionist can be contacted.
• ROOM NUMBER: Tis column is only completed the day before arrival (in this example 14 December) as rooms are only allocated a day or two in advance.
• REMARKS: Any special remarks are listed in this column – this could include special requests, late arrivals, etc.
• CANCELLATIONS: Should a booking be cancelled aſter it has been written in the hotel diary, a line is drawn through the booking. It is not erased or Tipp-ex used as it is important to keep track of all cancelled bookings. Tis can be an indication of the percentage overbooking that can be allowed.
FutureManagers 59
Room- type
SGL SGL DBL
TWN SUITE SGL
HOTEL DIARY – 15 DECEMBER 2015 Rate Date
No. of nights
3 4 2 5 4 5
R1 000 10/6 R1 000 12/6 R2 000 20/6 R2 000 3/7 R2 500 16/7 R 1000 20/7
Conf. Room no.
CS CS CS CS CS CS
Remarks Late arrival Honeymoon VIP
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