Module 3
Arrivals and departure lists It is essential that all departments are notified in advance of guests due to arrive and those due to depart. Te housekeeping department has to ensure that all rooms are prepared for the new arrivals and when a room is vacated the housekeeping staff have to change the linen and clean the room ready for the next letting. Te restaurant manager has to know the estimated number of guests to be expected in the restaurant and in order to prepare meals the chef needs to be informed of any special requirements. Arrivals and departure lists are prepared daily in advance and copies circulated to all departments.
Example of an Arrivals and Departure list
Date: 1 May 2015
Room Number Type
402 405 406 410 401
ARRIVALS No. of Guests Adults Children TB 2 SB 1 SB 1 DB 2 SB 1 Name
ESSEX/ MMS
ESSEX/ JMS
EVANS/ RMRS
GREIG/ MMS
JAMES/ AMR
No. of nights
7 7 14 5 2
Time of
arrival Notes
Room Number Type
11:00 Garage 103 11:00 14:00 15:00 15:00 105 110 205 209
DEPARTURES No. of Guests Adults Children TB 1 SB 1 TB 1 SB 1 TB 1 1 1 Name YES/MMS 11:30
WILLIAMS/ BMRS
MURRAY/ MMR
MARTIN/ SMS
WHITE/ MMS
08:00 09:00 09:00 08:00
Time of departure
Notes
Note From the example above, one can see that the guests due to arrive on 1 May is indicated in the Names column. Te room number and type of rooms are also indicated on the form. In the second column the departures are listed, as well as the time of departure. Guest arriving include: ESSEX/ESSEX/EVANS/GREIG/JAMES. Guests departing include: YES/WILLIAMS/MURRAY/MARTIN/WHITE.
Notification slips All the forms discussed in this section can be seen as notification slips as they notify the hotel staff of the various activities, arrivals and departures, room status, daily summaries, etc. In some hotels the room change chart is known as the notification slip.
Change of room (also known as the notification slip) If a guest wishes to change rooms and his or her arrival has already been entered on the arrivals list, the change of room must be treated as a departure from one room and an arrival in another room. If the arrivals and departures list has already been circulated, a change of room notification slip must be sent to all departments informing them of the room change.
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