Reception Checklist: Prepare, Greet, Check-In

PROVIDE ACCOMMODATION
RECEPTION SERVICES
D1.HFO.CL2.03
Slide 1

Element 1: Prepare reception area
for guest arrival
Slide 2

Reception is:
 Central location
 First point of contact
 Usually operates 24/7
 Preparation and organization is the key
3
1.1 Prepare reception area for service

1.1 Prepare reception area for service
Handover:
All reception shifts overlap by brief period (15 minutes to ½ hour)
– this briefing allows:
 Time to discuss any relevant details for the next shift – time
to review and resolve problems
 New staff prepare their area and check personal appearance
 For smooth transition from one
shift to another
Handover can be verbal, written or in
form of reports
Slide 4

1.2 Check reception equipment
 Is everything working as intended?
 Are you familiar with how all the equipment works?
 Do you know how to fix “minor” faults and problems ?
 Do you have back up supplies?
 Paper/paper rolls
 Forms
 Vouchers
 Printer ribbons
 Pens, paper and relevant stationery
Slide 5

1.2 Check reception equipment
Class activity:
 Discuss the type of equipment found on a front desk
 List the purpose of this equipment
 Find brand names for this equipment
6

1.3 Review expected daily guest
movement
Reasons for the review – to:
 Review and ensure bookings are correct
 Ensure right room is allocated to guest
 Facilitate coordination of work with other departments
 Make sure VIP guests are properly taken care of
 Confirm airport transfer and pick-up arrangements
 Inform Housekeeping to make up rooms if there are any
early departures
 Advise housekeeping or minibar staff to check the minibar
in certain rooms
Slide 7

movement
Arrivals:
 Arrivals list
 Alphabetical listing of expected arrivals
 Time of arrival
 Type of room
 Rate quoted
 Special requests
 Payment details
Slide 8

Group arrivals:
 Lots of people and lots of luggage
 Room allocation
 Check on arrival time
 Prepare room keys
 Meal vouchers and restaurant requirements
 Mail
 Prepare group rooming lists or registration cards
 Welcome brochure and group itinerary
Slide 9
movement

Stay over rooms:
Guests who stay longer than their departure date
 Some guests request extensions
 Need to contact the guest
 Extend the stay if possible
 May have to find another hotel or room type
 May have to do room inspections
 Could only be a “late check-out”
 Affects occupancy levels – may lead to
being overbooked
Slide 10
movement

movement
Role Play:
 Working in groups of 3
 1 Guest, 1 staff member, 1 observer
 Scenario: Hotel is fully booked and Mr. or Ms.
Armstrong come to the desk and want an extension.
Reception staff – need to discuss that there are no
rooms and we will have to make a booking
somewhere else. Think about the questions you will
need to ask
11

Early Departures:
 When a guest leaves before their due date
 Departure changes are usually captured at check-in
time
 Housekeeping notice a “checked out” room
 PMS system will pick this up quickly
 Reduces our occupancy figure
Slide 12
movement

Groups and individual guest movement:
 Changes in the group allocation
 Advance notice given by tour company
 Group may be charged for the room/guest
 Additions to the group
 Effects occupancy level
Slide 13
movement

1.4 Allocation of room in
accordance with special requests
Guests request certain rooms and expect them:
Reception need to ensure these requests are allocated:
 Simple requests such as
 Non Smoking rooms
 Specific views, ocean, pool, golf course
 Suites, family rooms, penthouse
 Specific requests, low floor, near the lifts, away from the lifts
 Business women’s floor
Cont’
Slide 14

 Challenging requests:
 Hotel hampers or gifts, fruit, flowers, chocolates
 Full bar set up
 Open connection room doors
 Change Duvet [Doona] to blankets
 Remove all alcohol from the room – for religious reasons
 Insert a board under the mattress for guest with bad back
Slide 15
1.4 Allocation of room in accordance
with special requests

Activity:
 Prepare a list of all the special requests you can think of
 Decide which department needs to be involved in
achieving this request
 Discuss with the class
16
1.4 Allocation of room in
accordance with special requests

Room allocation
Rooms are allocated:
 As soon as the reservation is made for limited types
 Suites, the Penthouse suite, Family rooms
 Room number is blocked onto the reservation
 Morning of arrival
 Individual rooms
 Groups and tour guests
 Usually done by the reception supervisor
 Rooms numbers are manually recorded on the
registration card or assigned in the computer
Slide 17

Group room allocation:
 Discounted rate – don’t receive the best rooms in the
hotel
 Rooms should be close together and on the same floor
if possible
 Tour Leader – different floor – unless the groups have
language difficulties
 Check all the rooms are ready
when the groups arrives
 It is difficult to move group and tour guests
Slide 18

Room Rates:
 Room rates reflect the type of room the guest has
requested
 Standard, deluxe, king-size, poolside, ocean view
 Discounted rates usually reflect the type of business
 Corporate rate
 Convention rate
 Air crew rate
 Government rate
 Industry rate etc.
Slide 19

Activity:
The William Angliss Tour group are coming to your hotel.
The tour leader is Linda Wilson who requires a queen-size
room.
 The tour checks in on the 15th next month for 2 nights
 Please prepare a Group Rooming list – for all these
guests, include the arrival and departure dates, and
allocate rooms to all the guest. Record any special
request information and who it would go to
Cont’
20

Activity:
 The guests are: Mr. & Mrs. Dowell, Mr. & Mrs. Grannon,
Mr. & Mrs. McGhee, Mr. & Mrs. Collins all wanting queen-
size rooms
 The following guests are sharing twin rooms: Ms. Gjeci
with Ms. Dietritch, Ms. Parks with Ms Schuler, Mr. Baker
with
Mr. Frost, and Mr. Kerr with Mr. Craven
 There is one triple room; Ms. Hudson with Ms. Van Dorske
and Ms. Shady
21

1.5 Follow-up on uncertain arrivals
and reservations
Mainly during full house occupancy:
 Non-guaranteed reservations
 Deposits
 Not yet received
 Only partially paid
 Reservations past the specified arrival time
 Contact the guest to see if they are still coming
 Wait list guests
 Potential room sales to other guests if you contact
them in time
Slide 22

1.6 Compile arrivals lists
Arrivals List provides information such as :
 Alphabetical listing of guests arriving on that date
 Departure date
 ETA – estimated time of arrival
 Number of guests
 Room type and rate quoted
 Status of reservation - guaranteed or non-guaranteed
 Special requests
 VIP status (if any)
 Complimentary guests are also included
Slide 23

1.7:Distribute arrivals list as required
Housekeeping:
 Staffing levels
 Planning daily tasks
 Determine the level of service
 Order of servicing rooms
 Guest count
Slide 24

Concierge:
 Staffing levels
 Group arrivals
 Organizing luggage storage
Slide 25

Porters:
 Planning daily tasks
 Arrival time
 Sorting luggage
Slide 26

Security:
 VIPs – David Beckham arriving
 Requires additional security
 Escort a VIP to their room
Food and Beverage:
 Restaurant use
 Groups and tour arrangements
Cont’
Slide 27

Management:
 Notification of VIPs
 Recognize famous names and make a VIP
Laundry:
 Staffing
 Planning
Kitchen:
 Food orders and staffing
Slide 28

1.8 Monitor guests arrival and take
appropriate action
 Inform colleagues
 Prepare for major guest movement
 Follow up with VIPs
 Meetings
Slide 29

Element 2: Perform check-in functions
Slide 30

2.1 Welcome guests on arrival
Professional welcome:
 Professional
 Welcoming
 Sincere
 Friendly
 Polite
 Body language
Slide 31

Activity:
 Discuss types of greeting phrases – both formal and
suitable informal greetings
 Discuss the local greeting phrases for each country
 Discuss Body Language
Slide 32
2.1 Welcome guests on arrival

2.2 Determine if the guest has a
reservation and confirm and explain
reservation details
Guests with Reservations:
 Confirm reservation details
 Name
 Length of stay
 Method of payment
 Special requests
 Rate
 Vouchers
Slide 33

2.3 Determine if guest is a walk-in and
identify if room is available
Guest without a reservation:
 Determine the guests needs
 Check availability
 Ask method of payment
 Mention the policy and procedures about payment
methods
Slide 34

2.4 Decline a guest if appropriate
 Check the “black list”
 Review hotel policies
 Recommend another venue
 Full occupancy – no rooms
Slide 35

Activity:
Working in pairs role play the following:
 One student is the guest and one the staff member
 Guests requests a room for the night – no reservation
 Staff member – ask questions to determine the request
 Student (decide what you want) and inform the staff
member.
 Staff member :Your hotel is fully booked and you need to tell
the guest you are unable to accommodate them.
 How do you say this ? What questions do you need to
ask?
Slide 36
2.4 Decline a guest if appropriate

2.5 Complete guest registration
process
Process a check- in:
 Proof of identity
 Complete the registration card
 Obtain the signature
Slide 37

2.6 Issue keys and vouchers as
required
Key cards and keys:
 Energy saving
 Security
Vouchers:
 As a form of payment from travel agents
 Exchanged for services such as a “complimentary
drink”
Slide 38

Activity:
 Write down the dialogue you would use to check-in a
guest with a reservation
 Use words for both the guest and the staff member
 Start from when the guest walks up to the front desk
 Offer them a voucher for a complimentary drink
Slide 39
2.6 Issue keys and vouchers as
required

2.7 Follow internal accounting
protocols
 Credit cards and credit limits
 EFTPOS
 Cash
 Travel cards/traveller’s cheques
 Personal cheques
 Direct billing/charging
 Deposits
 Receipts
Slide 40

Applying discounts to guests
Room Rates:
 Rack rate
 Corporate rate
 Conference/convention rate
 Industry rate
 Negotiated rate
 Groups and tours rate
 Package rate
Slide 41

2.8 Explain room and house facilities
and services to guests
 Safe deposit boxes/in room safe
 Room facilities
 Hotel facilities
 Local attractions
Slide 42

Selling techniques:
 Suggestive selling
 Describing
 Explaining
 Up-selling
 Cross-selling
Slide 43
2.8 Explain room and house facilities
and services to guests

Activity:
 Describe the features of each of the following rooms
 Room A
 Room B
 Room C
 Room D
Cont’
Slide 44
2.8 Explain room and house
facilities and services to guests

Activity:
Which room would you sell to the following guests and why?
 A Corporate Business person who wants to have meetings in
their room
 A couple who want a special weekend away together
 Two friends who want a inexpensive room so they can catch
an early morning Bus interstate
 A parent and child who have tickets
to a baseball match
Slide 45
2.8 Explain room and house
facilities and services to guests

Lounge & Bedroom Room C
Room D

2.9 Arrange for porter services
Porters:
 Carry guest luggage
 Escort guests to room
 Discuss in room equipment
 Deliver messages
 Arrange taxis and parking
 Store guest luggage
Slide 48

 Overbooking
 Room not ready
 Black listed guests
 No reservation to be found
49
2.10 Implement standard house
protocols for problem situation

Monitor and check arrivals:
 Identify no shows
 Types of reservations
 Notify wait list guests
 Check for accuracy
 Follow standard procedures
50
2.11 Monitor guests’ arrival and take
appropriate action as required

51
Element 3: Perform ‘during stay’
functions

 Establish what is wrong with the room
 Check availability
 Advise guest
 Move the guest
 Change status of room
 Update folio – room number and/or room rate
52
3.1 Process room change requests

 Extended stays
 Check availability
 Check in takes priority over extensions
 Regular guests
 Rate charged
 Re-room the guest
53
3.2 Process extensions to stays

 Guest numbers
 Check against housekeeping reports
 Evening “turn down” service
 Update records
 Update rates
54
3.3 Process variations to guest
numbers

 Different rates for different market of guests
 Hotels offer different rates at different times of the year
 Rates are used to attract business
 Discounts enable the hotels to compete
55
3.4 Process variations in room rate

Putting a guest into a better room than they are paying for:
 Use suites during full house situations
 Compensation for a ‘bad’ experience
 Offering free accommodation
 Discounting rooms
56
3.5 Process upgrades

 Special requests – requested by guests
 Special requests – offered by the hotel
 Special request – paid for by guests
57
3.6 Process special requests

Activity:
What special requests would be needed for the
following and who would need to be advised:
 Mr. and Mrs. Todd arrive today - they have a baby and a
small child
 Ms. Wilson is staying at your hotel to do business in your
city. She will be wanting to interview staff while she is
here
 A guest is staying with you to present a new range of
luggage to clients. They need to catch a flight out at
19.00hrs the next day
58
3.6 Process special requests

Point of sale charges:
 Guest identification
 Signature
Manual charging back to their room:
 Guest identification
 Room number
 Print name
 Signature
59
3.7 Process guest charges

 Know all about your property
 Give good service
 What if you don’t know? Find out!
 Involve other departments
60
3.8 Respond to guest queries

61
Element 4: Perform check-out functions

Seeking information on departing guests:
 Room number
 Breakfast
 Mini bar
Check for accuracy:
 Supporting documentation
 Signatures
62
4.1 Maintain and prepare guest
accounts

4.2 Prepare and review departures lists
 Express check outs
 Group check outs
 Early departures
 Late check outs
63

4.3 Present the accounts to guests
Generate the account:
 Check guest details
Explain the account:
 Other charges
Present the account:
 Print a new account
64

4.4 Process payments and refunds
and issue receipts
Process payments:
 Acceptable methods of payments
 Foreign exchange
Issue Receipts:
 Process refunds
 Foreign exchange
Obtain the key:
 Actual keys - not key cards
65

Activity: Role play – Process a check out:
 1 guest and 1 staff member
 Guest approaches the desk to check out
 Staff member –
 Greet the guest
 Request room number and room key
 Ask the guest if there are any other charges (check these have
been posted, or post them if necessary)
 Print the account(s)
 Present the account(s) and ask the guest to check the charges
 Process method of payment
 Farewell guest
 Guest acts out according to the process
 Swap roles
66
4.4 Process payments and refunds
and issue receipts

4.5 Process express check outs
 What is an express check out?
 Who uses it?
 How is it done?
67

4.6 Process group check-outs
 Group master account
 Individual accounts
 Extra charges
 Group luggage collection
 Luggage storage
68

4.7 Distribute departures list as
required
 Housekeeping
 Concierge and porters
 Security
 Management
 Maintenance
69

4.8 Assist guest with on departure
requests
 Forwarding addresses
 Less and less today with email and texting
 Call a taxi or transport
 Provide lost and found services
 Organize a porter
 Make another booking
70

Element 5: Prepare front office records
and reports
71

5.1 Prepare and update front office
records
 Update availability/charts
 Room allocation
 Bookings diary
 Changing rooms
 Alter rate
 Modify departure dates/times
 Guest history
72

5.2 Generate internal reports as
required
 Information reports:
 Other departments
 Back up for operations
 managers
 Analytical/statistical reports:
 Managers
 Supervisors
73

5.3 Facilitate night audit activities
 Features of night audit
 Purpose of night audit
 Daily reports and records
74

Reception Checklist: Prepare, Greet, Check-In

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Reception Checklist: Prepare, Greet, Check-In