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FORMS & FORMATS
VIP LIST
DAY: Hotel ABC, New Delhi NAME REMARKS ROOM DATE OF EDD CONNECTION RESERVATION DATE:
ASSIGNED ARRIVAL VIPs IN THE HOUSE 1. 2. 3. 4 ETC.
MADE BY:
VIPS EXPECTED TODAY 1. 2. 3. 4. ETC.
Distribution: GM EAM F&B Mgr SALES MGR GUEST REL.EXEC. EXEC.HOUSEKEEPER LOBBY MGR TELEPHONE SUP. ROOM SERV.MGR CHIEF ENGINEER LAUNDRY MGR. FILE
GUEST REGISTRATION FORM
HOTEL CDE Serial No: _________
(Please Print)
Name (Mr./Mrs./Miss)__________________ Organization___________________ Registration_________________ Designation_______________________
Nationality________________ Passport Details Certificate of Passport No: __________________________
Permanent address: _________________ Date of Issue_________ Expiry: ______________ ____________________ ____________________ Place of Issue______________ _____________ Date of arrival in India_____________________
City------------------ Country---------------- Proposed duration of stay in India______________ Date of Birth__________________ Next destination____________________________ Registered By_________________ Purpose of visit: Conference Religious Business Vacation Other (Pls.specify) Remarks_________________________ Arrival date:___________ Time:______________ Departure Date:________
Arrived From__________________ Time:______________ ROOM NO: RATE Mode of Payment: Bill to Company Traveller Cheque Cash Credit card Voucher RATE:_________
I agree to release my room at 12 Noon on
_____________________
_________________________________
Signature of Guest
LOBBY ATTENDANTS ERRAND CARD
HOTEL JPG _______________________ARRIVAL_________Date:___________. Attendant No: Name of Guest Room No: _________________________________________________________. Suitcase - Pcs. Hand Bags Pcs. Packages - Pcs.
__________________________________________________________ Remarks: _______________________________________________ Signature of Receptionist_____________ Signature of Bell Captain _____________________________________________________________________________ HOTEL JPG ` DEPARTURE _____________________________________________Date_____________
Attendant No: Name Of Guest: Room No:
__________________________________________________________ INFO/MESSAGES ROOM KEY CASHIER
__________________________________________________________ Remarks:__________________________________________________ _____________________________________________________ Bell Captain Note: The Arrival Errand Card (White) is made by the Receptionist after the guest is Registered. The Bell Boy takes the guest to the room. The Departure (Pink) Errand Card is made by the Bell Captain after the last signature (cashier) the bell boy takes the guest luggage out to the porch. Both cards are filed by the Bell captain and kept for one year in storage.
4 DAILY STATISTICS
HOTEL XYZ DATE: Todays House count_______________ This day, last year________________ Todays Weather________________ Expected House count Tomorrow_____________________ Day After Tomorrow_____________
Temperature (max.)______________ (min.)______________ No. of Rooms :__________________________ Room revenue Amount No. of Rooms Out of Order ___________________________ No. of Rooms available for sale:________________________ Transient_____________ No. of Rooms Vacant ___________________________ Permanent____________ No. of Rooms on Double Occupancy_____________________ Day rate______________ No. of Guests on A.P ___________________________ ______________________ No. of Guests on E.P ___________________________ TOTAL Total no. of guests (H.C) ___________________________ Till date this month Till date last month Till date last year % of Occupancy % of Double occ. Progressive Till date this month Till date last month Till date last year Average % of Occ. Ave.% of Dbl. Occ. Ave.% of Indian Oc.
AVERAGE ARTE PER ROOM AVERAGE RATE PER PERSON Todays Cancellations No Shows Turn ways Turn ways with confmd. resvn. _________ _________ _________
Foreigners in the House Indians in the House Total No. of guests % of Indian Occup.
________
Groups in the House
No. of rooms/Pax/Edd
Groups Expected
No. of rooms/Pax/Edd
Prepared by___________________Front Office Manager___________E.A.M________
FRUIT & FLOWER REQUISITION FROM FRONT OFFICE
COMPLIMENTARY ORDER Day: Flowers Fruit Single ( ) --- Double ( ) ---Special ( ) Date:
.. To:------------------------------------------Arriving-----------------------------------------Room No.. Card to be attached .. Authorized by HK/RS/Auditor/File
ROOM OR RATE CHANGE NOTICE FORM
HOTEL XYZ ROOM AND/ OR RATE CHANGE NOTICE NAME. NEW ROOM NONEW RATE CHANGED ROOM FROM ROOM NO. RATE. DATE OF CHANGE DATE OF DEPARTURE. RECEPTIONIST LOBBY ATTENDANT
MESSAGE SLIPS
When a message is received for a guest : HOTEL RST MUMBAI
Date..
Time..
To: Room No WHILE YOU WERE OUT MR..__________________________________________ OF-___________________________________________ Telephoned Called in person Please Call Will call again HOTEL
hO _____________________________________________________ _____________________________________________________. Message received by: Information Assistant
WHEN A GUEST LEAVES A MESSAGE FOR HIMSELF
Hotel KLM New Delhi Expecting Phone call. Visitor I will be at.
Restaurants: Coffee shop, Taj Restaurant, Mughal Room, Espresso Bar, Health Club, Swimming Pool, Garden. Bars: Houseboat Bar, Pool Bar, Zodiac Bar, Skylark Bar. Between and Gone to.. Will be back by.. Message..
Room No:
Name of guest
In case guests leave their room, expecting a visitor or message, please fill and leave at the Front Desk Thank You Information ASSISTANT
ROOM RESERVATION FORM
HOTEL THE GRAND MAJESTIC Dr Zakir Hussain Road,New Delhi Name Will arrive (Day) Date: Date: Address Hour Flight: Departure
. . .. ACCOMODATION AND RATE DESIRED Single Double Twin Suite
REMARKS & BILLING INSTRUCTONS
Credit Card no: Name of Company Phone No: Address .. . REQUESTED BY: RECEIVED BY: DATE: .. . .
DEPARTURE INTIMATION FORM
HOTEL ZULU Date RECEPTION Room No. Name of Guest Time By
Name of persons informed at
H.K Telephones Room Service
ARRIVAL & DEPARTURE LIST FOR TODAY & EXPECTED ARRIVALS AND DEPARTURE LIST
Hotel Malibu Manali MOVEMENT REPORT DATE ARRIVALS AND DEPARTURES FOR TODAY ARRIVALS
Name Room No. of Name No. of Persons No:
DEPARTURES
Room
No: Persons
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EXPECTED ARRIVALS AND DEPARTURES FOR TOMORROW
ARRIVALS Room No Name Persons Name No.of Persons No. of DEPARTURES Room No.
Sheet no:__________
LOBBY ATTENDANTS CONTROL SHEET
Name of Captain on duty:____________________________ Date:___________________ TO___________________ SHIFT FROM:_________________
ROOM CHANGESrinagar, Kashmir, India OUTSIDE LOBBY
ROOM ATTENARR DEP ATTENDANT COMMENTS
Hotel Mandarin
DANT NO Memo Returned
TO: Date 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Tel: (212)-721432 Fax(212)-721433 CALL Time Left Time Explanation Charges Credits Balance Due
GUEST FOLIO
Charge to:
The last amount in This column is the Balance Due.
BILLS ARE DUE ON PRESENTATION
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NOTE : THE FOLIO HAS 1+3 COPIES(CARBON FOR DUPLICATES).IT IS MADE BY THE RECEPTIONIST WITH INFORMATION FROM THE REGISTRATION CARD;IT IS HANDED TO THE FRONT OFFICE CASHIER WHO MAINTAINS THE FOLIO & COLLECTS PAYMENT ON GUESTS DEPARTURE.
AMENDMENT/ CANCELLATION FORM
HOTEL MNO NEW DELHI REVISION OR CANCELLATION (Please tick)
NAME OF GUEST
ADDRESS:
ORIGINAL RESERVATION ROOM (Type & Number): ARRIVAL: DEPARTURE:
REVISION ROOM: (Type & Number) ARRIVAL:
DEPARTURE:
REMARKS:
12 REQUESTED BY: Phone Verbal RECEIVED BY: DATE:
Letter to the Travel Agent from the FOM to confirm the Group Booking: To: The Manager SITA Travels Delhi Dear Sir, We are holding the following group on your request: Name of Group: Adventure Asia - I
1.1.07
Accommodation: 10 Doubles 2 Singles (22 pax) Period of Stay: 30 March, 2007 to 4 April, 2007 SITA/ AG /Adv. One
Your reference number:
Please send us the following information: 1.Rooming List for the group, indicating the Tour Leader. 2.Meal schedule 3.Arrival Time & Flight no./Departure time & Flight no. 4.Billing instructions 5.Change of schedule 6.Any other change
As we are reviewing the position for the above dates, we appreciate your reply at the earliest. Till then we are holding your accommodation .
13 Thanking you and assuring you of our closest co-operation at all times, We remain, Yours truly,
FRONT OFFICE MANAGER
LETTER TO CONFIRM THE CANCELLATION OF A GROUP BOOKING FROM THE FOM:
Letter no: MH/FO /122/07 To: The Manager Delta Travels Mumbai Dear Sir, Re: Asia Incentive Tour 5 We refer to your letter of 10th. November ,2006 with regard to the cancellation of the above group . As desired, we confirm having released the entire accommodation of : 7 Doubles and 5/1/07
14 4 single rooms which we were holding for the above in your favour from 15th January, 2007 to 17th Jan,2007 and again from 2nd Feb. 2007 to 3rd Feb.2007. Looking forward to being of service to you again , and in the meantime, assuring you of our closest co-operation at all times, Yours sincerely,
FRONT OFFICE MANAGER
Hotel
Starlight Dabolim, Goa
S.No: STOREROOM REQUISITION FOR MATERIALS & SUPPLIES Department ..Date.. Stock Quantity Unit Item Quantity Stock Price Amount Comments In hand Requested Issued No:
Requested by: Delivered by: by: Department:
15 Received
Department Head
Store Room
++++++++++++++++++++++++++++++++++++++++++ +++++++++++++++++++++++++++++++++ KEY CARD Name & logo of hotel GUESTS NAME: ROOM NUMBER: ARRIVAL DATE: DEPARTURE DATE TIME:_______________________ TIME_______________________
SIGNATURE OF GUEST_____________________________________
Please carry this card for identification to collect your Room Key, thank you.
