Reception 6. Check-in/out of guests
When the guest arrives he or she should have their confirmation slip/letter, airline or travel agents voucher as evidence of the reservation. Tese are checked against the hotel records. If no confirmation slip has been sent, the receptionist would check for the reservation. In the case of a walk-in or chance guest, the availability chart (room status charts) would be checked to see if accommodation is available.
Checking credit-worthiness As it takes approximately three of four days to clear a personal cheque, more hotels are adopting the policy of only accepting personal cheques for payments in advance, or with seven days’ notice if payment of the bill is to be made by cheque.
Credit card approval Credit cards are regarded as a more acceptable method of settling accounts as the credit card companies guarantee settlement of the bill up to the credit limit of their clients. If a guest has indicated that he/she intends to settle by credit card, on arrival of the guest the credit card is requested and an imprint of the card is taken and signed by the guest. If guests have no credit cards they are usually asked to prepay for their stay at the hotel and all incidentals in bars and restaurants, etc. are on a cash basis.
6.1 Registration
6.1.1 The traditional methods of registration of guests Te law requires that guests must register with the hotel. Some small hotels still use a hotel register in either book form or with loose pages. Te majority of hotels now used printed registration forms.
6.1.2 The advantages and disadvantages of the different methods of registration
Traditional register Te traditional register is a large book, ruled with columns that the guest completes on arrival. It is ideal for small hotels and guest houses.
Advantages
• It provides a permanent record of guests staying in an accommodation establishment. Disadvantages
• It is very time consuming as only one guest at a time can complete the register, it is especially a problem with tour groups.
• Receptionist has to wait until the guest has completed the register before continuing processing the reservation.
• Te guest may make mistakes. • It can be untidy as handwritings are not always neat. • Personal information of the guests can be seen by other guests.
Registration forms/cards Tere cards are separate sheets/forms, one for each guest. Each establishment can design their own card/form to suit their own needs.
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