Front office key term
List of guest who damage and steals the hotel property.
Booking diary
A book in which all the information regarding reservation is kept by front office up dated day to day.
Business center
An area in the hotel offering various secretarial facilities.
Call sheet
The collection of an settled departure guest account.
Day rate
A reduced rate for occupying a room during the day with check out before 5:00 pm.
Folio
A statement all transaction affecting the balance of a single account.
Guest folio
Whitney rack at information where guest names are arranged alphabetically.
House count
Number of guest staying in a hotel on a given night.
Late charge
An additional charge after 12:00 noon (check out time).
Master folio
A folio used to chart transaction on an account assigned to more than one person.
VTL
VTL is also called as a 'tab' sheet which is mostly acceptable in all hotel though it is being replaced by computer.It is a loose leaf sheet recording Baily transaction of the in house guest.The entries are made from the check(bill) sent by different department.The entry should be made as and when the checks come in.This form of 'tab' sheet has set of columns with details of room,room no. and different charges.
Preparation and presentation of bill
1. VTL (Visitor tabular ledger)
2. Allowance book
3. Guest
4. Deposit ledger
Charge card
Factor affecting the reservation
Confirmation means that the hotel acknowledges and verifies a guest room request and personal information by fax and mail.Confirm reservation may be either guaranteed or non-guaranteed.
b. Cancellation;
It refers to the process of canceling the confirmed reservation made by the prospective guest.Guest may cancel their reservation due to personal reason or natural evils.It also brings loss of the hotel business if cancellation are more than expected.When the reservation is withdrawn by the guest then it is known as cancellation.
c. Overbooking;
It is a process of accepting more booking then the no. of rooms available for sale.It is done by hotel to maintain maximum room sales or maximum occupancy.Purpose of overbooking is to compensate for:
- No-Show
- Cancellation and
- Early departure
Factor affecting the reservation
b. Cancellation
c. Overbooking
d. No-Show
e. Walk-In
Confirmation letter
Dear Sir/Madam
Thank you very much for your request for a reservation at the..............hotel.We are pleased to confirm the following accommodation.
Confirmation No..........
Guest Name........ No. of person
ETA/Flight
Remarks.........
F.O manager
Address.....
Arrival Date......
Accommodation.........
Rate.........
Date.......
We look forward to welcoming you and assure you that everything possible will be done to make your stay an enjoyable once.
Importance : Please retain this letter and present it to the receptionist upon registration.
Reservation procedure
1. Reservation inquiries
2. Determining room availability
3. Accepting or denying reservation
4. Documentating reservation details
5. Confirming reservation requests
6.Maintaining reservation records
7. Compiling reservation reports
Mode of reservation
The reservation may come from the guest directly or through different orgenisation by different medium or mode which is given
Source of Reservation
1. Personal approach
2. Travel agent
3. Company
4. airlines
5.Embassies/consulates
6. NGOs and INGOs
7.Institution
8.Government office and ministries
9. Wholesale tour operators
10. Chain hotels and referral from other hotels
Purpose of reservation
1. It helps in the sale of accommodation or room
2. It provides necessary information about to the guest
3 It helps to maintain better occupancy to insure 100% occupancy
4. It provides management information for future planning
5. It helps to record about guest
6. To save time and money
7. To make forecasting room reservation
8. To secure payment in advance
non guaranteed reservation
It is not confirmed reservation.In this case of reservation,the hotel agrees to hold a room for guest for specified time to confirm.If does not arrive by cancellation hour then the hotel is free to release a room for other use.It is added to the list of room available for sale.If the guest arrives after the cancellation hour and room remains available,the hotel has a right to release the room.
Types Of Reservation
reservation
A request for room or accommodation in a hotel by a prospective guest for a different period of time by various modes is termed as reservation.Reservation is a process in which rooms or accommodation blocked or cooked for guest at specific time is know as reservation.Reservation is one of the important section within front office department which is responsible for taking room reservation made by the guest or clients from different source through systematic procedure. Reservation section is located at the backside or behind the reception or front desk.