BASIC RESERVATION ACTIVITIES FOF601 - Reservation BASIC RESERVATION ACTIVITIES

BASIC RESERVATION ACTIVITIES Receiving Inquiries The first step in the reservation process is to obtain information about a guest’s proposed stay.Initialy request for the guest: Date of arrival Length of proposed stay Type and number of room required Number of persons

BASIC RESERVATION ACTIVITIES Determining Room Availability In any reservation system, it is essential to keep a close check on the number of reservation taken so as to avoid excessive overbooking.

BASIC RESERVATION ACTIVITIES Accepting or denying requests for reservations If a room is available, the request will normally be accepted. Denying the booking happens when: A hotel may not have the specified accommodation available on the requested date[s] A hotel is fully booked A guest is known to be on the blacklist.

BASIC RESERVATION ACTIVITIES Documenting reservation details The reservation form is the only document which contains all relevant information about the prospective guest and their accommodation request. It is important that the form is fully and accurately completed.

BASIC RESERVATION ACTIVITIES Confirming Reservations Confirmation of a reservation is a written acknowledgement sent either by the hotel to the guest or vice versa, depending on the hotel’s policy regarding the room reservation details. A confirmation number will be assign to each reservation received .

BASIC RESERVATION ACTIVITIES Maintaining Reservation Records consist of two types: Filing bookings: It varies as per property filing system e.g. arrival date,surname,initial etc. ii. Modifying bookings: Refer to amended or cancel of a booking is requested.

Cancellation Booking In case of a booking cancellation ,various details are recorded to ensure that the correct booking is cancelled. The cancellation details should include: Date of original booking Guest’s name Name of the person who cancelled the booking Cancellation number Name of the reservation clerk who received the cancellation.

BASIC RESERVATION ACTIVITIES Compiling Reservation reports Information from these reports can help the hotel to maximize its room sales by the actual control of room availability and the forecasting of potential room sales. Other departments may also make use of this information to assist in the planning of their budgets.

Types of reports Expected arrivals and expected departure lists Room status report Group status report Turn away report