This document discusses hotel room reservations. It defines a room reservation, outlines the sources and methods of reservations, and describes the 7-step reservation processing process. This includes receiving inquiries, determining availability, accepting or denying requests, documenting details, confirming reservations, maintaining records, and compiling reports. It also covers reservation types, meal plans, room tariffs, rates, and guest types.

1. HOTEL ROOM RESERVATION

2. Definition
Booking of Hotel’s room(s)
in Advance

3. From Where Hotel Gets Reservation?
Individual
Tour Operator
Travel Agent
Companies / Corporate
GDS
Airlines
SOURCE OF
RESERVATIONS

4. Medium through Which Reservation
Request Reach the Hotel
Letter
Telephone
Fax
Email / Internet
CRS – Central Reservation System
Modes OF
RESERVATIONS

5. What Reservation Department do when it
receives any Reservation?
Checks availability of Rooms against the requested date

6. How the Reservation Department Checks
Room Availability against requested date?
Forecast Board
Reservation Charts
Computerized Reservation
Conventional Chart (ALC)
Density Chart
Stop & Go Chart
Or
Space Availability Chart

7. If Room is not available ?
We should offer Alternate Day.

8. If Room is available ?
Take information on Reservation Form

9. Processing of Reservation…
Processing reservation involves matching room request
with room availability, recording, confirming and
maintaining reservation, and producing management
Reports.

10. 7 Steps of Reservation Processing
1. Receiving Inquiries
2. Determining Room & Rate Availability
3. Accepting or Denying request for Reservation
4. Documenting Reservation Details
5. Confirming Reservations
6. Maintaining Reservation Records
7. Generating Reservation Reports

11. 1. Receiving Inquiry
Understanding the Mode of Reservation
Yes OR No
Date of Arrival
Length of Proposed Stay
Type and Nos. of Room Required
No. of Persons

12. 2. Determining Room & Rate Availability
Room Status of Particular Requested date/day
How?
Forecast Board Wall Mounted Reservation Chart
Reservation Charts
Conventional Chart / Advance Letting Chart
Density Chart
Stop & Go Chart (Space Availability Chart
Computerized System

13. 3. Accepting or Denying Request for Reservation
All depends on Room Availability and Rate Acceptance
If OK
Recording Details in Reservation Form

14. 4. Documenting Reservation Details
i.e. Recording the details of Reservation Form
(also for sake of Back-UP)
Reservation Journal
Booking Diary or Hotel Diary
Whitney Reservation Rack
Cardex System
Computerized Reservation

15. 5. Confirming Reservation
Confirmation Letter along with a Confirmation No. is send
to the Person requested reservation.
Meaningful Confirmation No.
120607G2TBPFDLX/23D06/CB
120607 i.e. Date of Arrival
G i.e. Guaranteed
2 i.e. No. of Pax
TB i.e. Twin Bed
PF i.e. Pool Facing
DLX i.e. Deluxe Room
23D06 i.e. date of Request
CB i.e. Employee Code

16. 6. Maintaining Reservation Record
Filing of Original Booking
Amendment / Modification of the Original Booking
Cancellation of the Original Booking

17. 7. Compiling Reservation Report
Compiling in order to
Maximize Room sale
Forecasting
Planning of Budget
Expected Arrival & Expected Departure List
Room Availability Report
Turn Away Report
Revenue Forecast Report
Commission Agent Report
Reservation Transaction Report
Group Status Report
RESERVATION REPORTS

18. Types of Reservation
A Reservation may be -
•Pre-payment – i.e. payment in full be received prior to the guest’s
day of arrival.
•Credit Card – Hotel is authorized to charge 1 night Rent in case of
no-show.
•Advance Deposit – i.e. min. 1 night Room Rent have to deposit.
•Travel Agent Voucher
•CVGR / Corporate / Company Guarantee
6 PM Release – i.e. those who wont give any guarantee, there room
are put on hold upto 6 PM on the day of arrival.

19. Meal Plan
When any one make Room Reservation or establish a contract with
hotel for long term business, then Hotel offer Room Rates according
to the Meal Plans –
1. European Plan (E.P.) – When charging Room Rent only
2. Continental Plan (C.P.) – Room Rent + Breakfast
3. Modified American Plan (M.A.P) – Room Rent + B/F + Lunch or Dinner
4. American Plan (A.P.) – Room Rent + B/F + Lunch + Dinner

20. Room Tariff
A standardized listing of prices for different types of Rooms is known
as Room Tariff. Such Room Tariff are generally printed rates available for
General query at Front Desk, and are known as Rack Rates.
Room Tariff (GST extra as Applicable)
Types of Room
Bed Type Tariff (INR) Tariff (US$)
Standard Single 5000 70
Standard Double 6500 93
Standard Twin 6000 85
Deluxe Single 8000 120
Deluxe Double 9500 135
Luxury Double 12000 170
Suite Room King Size Bed 18500 260

21. Room Rates
The rent amount a hotel charge for a Room is known as Room Rate.
A Room Rate Amount varies with the Source of Reservation, Customized
Requirements of the guest, Business Type, Guest Type, Market Segment,
Meal Plans, Group, Tour Packages etc.
Typically for Tourist its “Leisure Rates”
for Groups its “Group Rate”
for In-house / FAM its “Complimentary Rates”
for Short duration its “Day Rate”
for General Sale of Room its “Rack Rate”
for Travel Agents its “TA Rate” depends upon mutually agreement
for Corporate it depends upon CVGR
(Company Volume Guaranteed Rate)

22. Guest Type

23. Important Reservation Terms