Hotel Front Desk Paper Forms & Formats.pdf
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Sep 06, 2024
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About This Presentation
Front Office Record keeping basics
Slide Content
DEPARTURE NOTIFICATION SLIP :
Hotel IHM
Departure Notification Slip
Department: Reception:
This is to inform you that the following guest is departing from the hotel. Kindly rush the credit
charges to the front desk.
Name of the guest:…………………. Room no.:…………………………..
Date of departure:………………….. Time:……..………………….
Authorized signatory
Hotel IHM
Departure Notification Slip
Department: Reception:
This is to inform you that the following guest is departing from the hotel. Kindly rush the credit
charges to the front desk.
Name of the guest:…………………. Room no.:…………………………..
Date of departure:………………….. Time:……..………………….
Authorized signatory
LUGGAGE OUT PASS:
HOTEL IHM
Luggage out pass
No. 0024500786
Name of the Guest:…………………………………….. Room no.:…………………………
Date of departure:………………......... Time:……………………….
Bill no.:…………………………….
Billing settlement
Complete partial corporate settlement
other…………………………………
………………………………………………………………………………………………………………………………………………
….
________________ ___________
Authorized signatory date
HOTEL IHM
Luggage out pass
No. 0024500786
Name of the Guest:…………………………………….. Room no.:…………………………
Date of departure:………………......... Time:……………………….
Bill no.:…………………………….
Billing settlement
Complete partial corporate settlement
other…………………………………
………………………………………………………………………………………………………………………………………………
….
________________ ___________
Authorized signatory date
DEPARTURE ERRAND CARD:
HOTEL IHM
Departure errand card
Reception
Cashier Information Departure date &
time
Room no.
Bell boy name: Call time:
Name of the guest: Room no.:
Articles
Suitcase Hand bag package briefcase Overcoat
others
Baggage brought down by Baggage loaded by
signature signature
HOTEL IHM
Departure errand card
Reception
Cashier Information Departure date &
time
Room no.
Bell boy name: Call time:
Name of the guest: Room no.:
Articles
Suitcase Hand bag package briefcase Overcoat
others
Baggage brought down by Baggage loaded by
signature signature
GUEST FOLIO:
HOTEL IHM
Guest folio
Name of the guest : Mr. Karan berry
Date of arrival: 25 April 2011
Date of departure: 26 April 2011
Number of Pax: one
Room no.: 210
Rate: Rs 5,000
Folio no.: 21786
date item description debit credit
25/04/2011 1 Cash 6,500
25/04/2011 2 Room 5,000
25/04/2011 3 Dinner 500
25/04/2011 4 Gazal bar 800
25/04/2011 5 Breakfast 300
25/04/2011 6 cash 100
Amount to be settled by the guest: Nil
Balance: Rs 00.00
HOTEL IHM
Guest folio
Name of the guest : Mr. Karan berry
Date of arrival: 25 April 2011
Date of departure: 26 April 2011
Number of Pax: one
Room no.: 210
Rate: Rs 5,000
Folio no.: 21786
date item description debit credit
25/04/2011 1 Cash 6,500
25/04/2011 2 Room 5,000
25/04/2011 3 Dinner 500
25/04/2011 4 Gazal bar 800
25/04/2011 5 Breakfast 300
25/04/2011 6 cash 100
Amount to be settled by the guest: Nil
Balance: Rs 00.00
GUEST HISTORY CARD:
HOTEL IHM
Guest history card
Sl. no. 000786
Name:……………………………………………… Company:…………………………………………
Designation:……………………………………. Address:..………………………………………..
Credit:…………………………………………….. Date of Birth:..………………………………….
Marriage Anniversary:…………………….
Sl. No. arrived room rate departed amount Special
instructions
remarks
1.
2.
3.
4.
5.
HOTEL IHM
Guest history card
Sl. no. 000786
Name:……………………………………………… Company:…………………………………………
Designation:……………………………………. Address:..………………………………………..
Credit:…………………………………………….. Date of Birth:..………………………………….
Marriage Anniversary:…………………….
Sl. No. arrived room rate departed amount Special
instructions
remarks
1.
2.
3.
4.
5.
Telephone Call Voucher
Hotel IHM
Telephone Call Voucher
Date:……………..
Room No:……….
Name of Guest:………………….. Account No.:…………….
Explanation
Charge
Rs Paisa
Rupees (in words) Total:
Signature of Telephone Operator
Hotel IHM
Telephone Call Voucher
Date:……………..
Room No:……….
Name of Guest:………………….. Account No.:…………….
Explanation
Charge
Rs Paisa
Rupees (in words) Total:
Signature of Telephone Operator
COMMISSION VOUCHER :
Hotel IHM
Commission Voucher
Date:……………..
Name of Recipient:_________
Explanation
Charge
Rs Paisa
Rupees (in words) Total:
Prepared by Approved by Signature of Cashier
Hotel IHM
Commission Voucher
Date:……………..
Name of Recipient:_________
Explanation
Charge
Rs Paisa
Rupees (in words) Total:
Prepared by Approved by Signature of Cashier
Allowance/Rebate Voucher
Hotel IHM
Allowance/Rebate Voucher
Date:……………..
Room No.:……….
Name of Guest:____________ Room Account No:______________
Explanation
Charge
Rs Paisa
Rupees (in words) Total:
Prepared by Approved by Checked by
Hotel IHM
Allowance/Rebate Voucher
Date:……………..
Room No.:……….
Name of Guest:____________ Room Account No:______________
Explanation
Charge
Rs Paisa
Rupees (in words) Total:
Prepared by Approved by Checked by
FRONT VIEW OF LUGGAGE TAG BACK VIEW OF LUGGAGE TAG
Hotel SRM
Guest Signature
………………………………………………………….
LUGGAGE TAG
Guest Signature
S.No. 786
Name:
Room No:
No.Of.Items:
Date of Deposit:
Date of Collection:
Actual Date of Collection:
Suitcase Briefcase
Travelling Bag Others
…………………………………………………………………………
SL NO.786
Name:
Room No:
No.of Items:
Date of Deposit:
Date of Collection:
Actual date of collection:
Suitcase Briefcase
Travelling Bag Others
Terms & Conditions
1.This ticket is required at the time of
collection of baggage.
2.We take utmost care of your belongings but
no responsibility can be expected.
3.No responsibility after 30 days.
GUEST COPY
Hotel SRM
Guest Signature
………………………………………………………….
LUGGAGE TAG
Guest Signature
S.No. 786
Name:
Room No:
No.Of.Items:
Date of Deposit:
Date of Collection:
Actual Date of Collection:
Suitcase Briefcase
Travelling Bag Others
…………………………………………………………………………
SL NO.786
Name:
Room No:
No.of Items:
Date of Deposit:
Date of Collection:
Actual date of collection:
Suitcase Briefcase
Travelling Bag Others
Terms & Conditions
1.This ticket is required at the time of
collection of baggage.
2.We take utmost care of your belongings but
no responsibility can be expected.
3.No responsibility after 30 days.
GUEST COPY
LEFT LUGGAGE REGISTER:
Hotel IHM
Left Luggage Register
Date Room No Name of Guest Bell Boy’s
Name
Luggage
Tag No.
Description
of Luggage
Delivered
On
Remarks
Hotel IHM
Left Luggage Register
Date Room No Name of Guest Bell Boy’s
Name
Luggage
Tag No.
Description
of Luggage
Delivered
On
Remarks
ROOM CHANGE SLIP:
Hotel IHM
Room Change Slip
S.No:________
Date:________
Time:________
From To
Room No:____________ Room No:____________
Rate:________________ Rate:________________
Name of the Guest:__________________________
Reason for chage:___________________________
Authorized by Signature
Copy to:
Reception, Bell captain, Front Desk Cashier,
Telephone, Housekeeping, and Room Service
Hotel IHM
Room Change Slip
S.No:________
Date:________
Time:________
From To
Room No:____________ Room No:____________
Rate:________________ Rate:________________
Name of the Guest:__________________________
Reason for chage:___________________________
Authorized by Signature
Copy to:
Reception, Bell captain, Front Desk Cashier,
Telephone, Housekeeping, and Room Service
ROOMING LIST:
HOTEL IHM
Rooming List
S.No………………..
Date :………………
Source of Booking:…………………………..
Name of Group Leader / Airport Representative:………………………………………
S.No Name of Guest Address Room No Nationality Passport No Remarks
1 Mr Sanjay Singh 10, Indira Vihar, Lko 701 Indian
2 Mr M.S.K. Ahmed 1/112, Preet Vihar, Lko 702 Indian
3 Mr Vibas Sarkar 1/111, Ramnagar, Lko 702 Indian
4 Mr Hriday Nth Singh 7/56, Star Colony, Lko 703 Indian
5 Ms Pooja 12/45, Raj Vila, Lko 704 Indian
6 Ms Kavita 2, Housing Plan, Lko 704 Indian
7 Mr Neeraj Pandey 5, Gold Plaza, Lko 705 Indian
8 Mr B.B Pandey 15, Silver Cross, Lko 706 Indian
9 Mr K.N. Pandey 14, Diamnad Land, Lko 706 Indian
10 Ms Maya 1, Kudkatti, Basti 707 Indian
11 Mr R.P.Tewari 1, Mudkatti, Basti 707 Indian
12 Mr H.R.Tewari 2 Mudkatti, Basti 708 Indian
13 Mr Suresh Tewari 3, Mudkatti, Basti 708 Indian
14 Mr B.P Dewdi 17, Plantland, Basti 709 Indian
15 Mr Prabhakar Dubey 17, Plantland Basti 709 Indian
16 Mr Diwakar Dubey 22, Mediland Lko 710 Indian
17 Mr Vikas Dubey 20 Mediland Lko 710 Indian
18 Mr S.P. Mishra 11, Gandhinagar 711 Indian
Front Office Assistant
HOTEL IHM
Rooming List
S.No………………..
Date :………………
Source of Booking:…………………………..
Name of Group Leader / Airport Representative:………………………………………
S.No Name of Guest Address Room No Nationality Passport No Remarks
1 Mr Sanjay Singh 10, Indira Vihar, Lko 701 Indian
2 Mr M.S.K. Ahmed 1/112, Preet Vihar, Lko 702 Indian
3 Mr Vibas Sarkar 1/111, Ramnagar, Lko 702 Indian
4 Mr Hriday Nth Singh 7/56, Star Colony, Lko 703 Indian
5 Ms Pooja 12/45, Raj Vila, Lko 704 Indian
6 Ms Kavita 2, Housing Plan, Lko 704 Indian
7 Mr Neeraj Pandey 5, Gold Plaza, Lko 705 Indian
8 Mr B.B Pandey 15, Silver Cross, Lko 706 Indian
9 Mr K.N. Pandey 14, Diamnad Land, Lko 706 Indian
10 Ms Maya 1, Kudkatti, Basti 707 Indian
11 Mr R.P.Tewari 1, Mudkatti, Basti 707 Indian
12 Mr H.R.Tewari 2 Mudkatti, Basti 708 Indian
13 Mr Suresh Tewari 3, Mudkatti, Basti 708 Indian
14 Mr B.P Dewdi 17, Plantland, Basti 709 Indian
15 Mr Prabhakar Dubey 17, Plantland Basti 709 Indian
16 Mr Diwakar Dubey 22, Mediland Lko 710 Indian
17 Mr Vikas Dubey 20 Mediland Lko 710 Indian
18 Mr S.P. Mishra 11, Gandhinagar 711 Indian
Front Office Assistant
INCOMING MAIL LOG BOOK:
HOTEL IHM
Incoming Mail Log Book
S.No Date and Time of
Receipt
Name of Addressee Type of Mail Delivered to Signature Remarks
124786
25/01/2009
12.35 p.m.
Mr Dinesh Dubey Registered Time Office
124787
25/01/2009
01:15 p.m.
General Manager Ordinary GM Office
124788
25/01/2009
02.30 p.m.
Mr K.K. Shukla Parcel Front Desk
124789
26/01/2009
03.20 p.m.
Mr R.P.Tewari Insured mail Front Desk
124790
26/01/2009
03.20 p.m.
Mrs Kamla Tewari Ordinary Front Desk
124791
26/01/2009
03.25 p.m.
Ms Suman Tewari Ordinary Front Desk
124792
26/01/2009
03.25 p.m.
Mr Satish Chandra Ordinary Front Desk
124793
25/01/2009
04.35 p.m.
Mr Ramesh Dubey Registered Front Desk
HOTEL IHM
Incoming Mail Log Book
S.No Date and Time of
Receipt
Name of Addressee Type of Mail Delivered to Signature Remarks
124786
25/01/2009
12.35 p.m.
Mr Dinesh Dubey Registered Time Office
124787
25/01/2009
01:15 p.m.
General Manager Ordinary GM Office
124788
25/01/2009
02.30 p.m.
Mr K.K. Shukla Parcel Front Desk
124789
26/01/2009
03.20 p.m.
Mr R.P.Tewari Insured mail Front Desk
124790
26/01/2009
03.20 p.m.
Mrs Kamla Tewari Ordinary Front Desk
124791
26/01/2009
03.25 p.m.
Ms Suman Tewari Ordinary Front Desk
124792
26/01/2009
03.25 p.m.
Mr Satish Chandra Ordinary Front Desk
124793
25/01/2009
04.35 p.m.
Mr Ramesh Dubey Registered Front Desk
MAIL FORWARDING ADDRESS SLIP:
HOTEL IHM
Mail Forwarding Address Slip
This address will be in file for 10 days, unless otherwise requested, Please fill it and hand over at the reception.
Forwarding instructions: Forward until:_______________
Hold until:__________________
Forwarding
Address:………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………… …………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………..
Name & Signature of Guest
Record of Forwarded Mails
S.No Date
Type of mail
Forwarding address
Forwarded by
HOTEL IHM
Mail Forwarding Address Slip
This address will be in file for 10 days, unless otherwise requested, Please fill it and hand over at the reception.
Forwarding instructions: Forward until:_______________
Hold until:__________________
Forwarding
Address:………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………… …………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………..
Name & Signature of Guest
Record of Forwarded Mails
S.No Date
Type of mail
Forwarding address
Forwarded by
OUTGOING MAIL REGISTER:
HOTEL IHM
Outgoing Mail Register
S.
No
Room
No.
Name of the
Guest
Addressed to
Description of Mail
Charges
Received by
Date and Time of
Receiving
Posted by
Date and Time of
Posting
Remarks
HOTEL IHM
Outgoing Mail Register
S.
No
Room
No.
Name of the
Guest
Addressed to
Description of Mail
Charges
Received by
Date and Time of
Receiving
Posted by
Date and Time of
Posting
Remarks
MISCELLANEOUS CHARGE VOUCHER:
HOTEL IHM
Miscellaneous Charge Voucher
Name of Guest:______________________ Room No.:__________________
Date:______________________________ Account No:__________________
Explanation
Charge
Rs Paisa
Signed by
HOTEL IHM
Miscellaneous Charge Voucher
Name of Guest:______________________ Room No.:__________________
Date:______________________________ Account No:__________________
Explanation
Charge
Rs Paisa
Signed by
LOCATION FORM:
HOTEL IHM
Location Form
Name of Guest: _________________________________
Room No.:______________________________________
While I am out of the hotel room I am expecting:
Mr/Ms______________________ to visit
Telephone call
In an event if I am not in my room kindly locate me at:
Café shop
Gym
Swimming pool area
Restaurant
Other (Specify) ___________________________
Or convey my message to caller / visitor
Message: ___________________________________________________
_____________________________________________________________
_____________________________________________________________
__________________________________________________________
Signature of Guest
HOTEL IHM
Location Form
Name of Guest: _________________________________
Room No.:______________________________________
While I am out of the hotel room I am expecting:
Mr/Ms______________________ to visit
Telephone call
In an event if I am not in my room kindly locate me at:
Café shop
Gym
Swimming pool area
Restaurant
Other (Specify) ___________________________
Or convey my message to caller / visitor
Message: ___________________________________________________
_____________________________________________________________
_____________________________________________________________
__________________________________________________________
Signature of Guest
CASH RECEIPT VOUCHER:
HOTEL IHM
Cash receipt voucher
S.no…………………………..
Date:…………………………
Received from:……………………………………………………………………………………………………………………………..
Addredd:……………………………………………………………………………………………………………………………………….
……………………………………………………………………………………………………………………………………………………..
Amount in figure:………………………………………………………………………………………………………………………….
Amount in words:………………………………………………………………………………………………………………………….
On account of:……………………………………………………………………………………………………………………………….
Signature of cashier
HOTEL IHM
Cash receipt voucher
S.no…………………………..
Date:…………………………
Received from:……………………………………………………………………………………………………………………………..
Addredd:……………………………………………………………………………………………………………………………………….
……………………………………………………………………………………………………………………………………………………..
Amount in figure:………………………………………………………………………………………………………………………….
Amount in words:………………………………………………………………………………………………………………………….
On account of:……………………………………………………………………………………………………………………………….
Signature of cashier
HOTEL REGISTER:
s.no Name
of the
guest
address pax nationality Passport
no.
Date of
arrival
in India
Employ
ed in
India
Registration
details
Duration
of stay
in India
Date
and
time of
arr in
hotel
Purpo
se of
visit
Date
and
time
of
depar
ture
Sign
of
guest
s.no Name
of the
guest
address pax nationality Passport
no.
Date of
arrival
in India
Employ
ed in
India
Registration
details
Duration
of stay
in India
Date
and
time of
arr in
hotel
Purpo
se of
visit
Date
and
time
of
depar
ture
Sign
of
guest
SAMPLE ARRIVAL LIST:
HOTEL IHM
Date: 21 January 2010
s.no Name No. of guests Type of
room
No. of room
nights
Arrival time remarks
adults child
HOTEL IHM
Date: 21 January 2010
s.no Name No. of guests Type of
room
No. of room
nights
Arrival time remarks
adults child
SAMPLE CONFIRMATION LETTER
HOTEL IHM
Confirmation Hajipur, Vaishali,
Bihar
Dear Guest,
Thank you for your reservation. We look forward to your visit. Please note the information below for accuracy.
Please review it and report any discrepancies.
Guest Name – Mr. John
Room Type – Executive
Reserve Notes − Room facing swimming pool
Guest Type − Group
Rate Type − Special
Confirmation No. – AC300150786
Arrival Date − 15 November 2008
Departure Date − 15 January 2009
No. of Nights − 61
Adult /Children − 2 Adults, 0 Child
RESERVATION CHARGES
Room Rate − Rs 4,500++
Misc. Total
Room Total − Rs 2,74,500
Total Tax − Rs 32,940
Total − Rs 3,07,440
DEPOSIT RECEIVED Rs 2,74,500.00
BALANCE DUE Rs 32,940.00
Balance due upon arrival in cash, traveler’s cheques , or credit card. We cannot accept personal or business checks
for payment of balance. If you have placed a deposit by credit card, you must bring your credit card with you along
with a form of identification with signature. We cannot accept the use of another’s credit card under any
circumstances.
We must receive a notice from the guest of any cancellation or change in the number of rooms or nights reserved
no later than 4 p.m., 14 calendar days prior to the guest’s arrival in order for the guest to receive a refund of
90% of the amount deposited. If notice is not received 14 calendar days prior to date of arrival, the guest forfeits
100% of the deposit.
Check-in-time: 3:00 p.m., Check-out time: 10:00 a.m., Please contact our office for late arrival information.
Thank you for your reservation!
SIGNATURE UPON ARRIVAL: DATE:
HOTEL IHM
Confirmation Hajipur, Vaishali,
Bihar
Dear Guest,
Thank you for your reservation. We look forward to your visit. Please note the information below for accuracy.
Please review it and report any discrepancies.
Guest Name – Mr. John
Room Type – Executive
Reserve Notes − Room facing swimming pool
Guest Type − Group
Rate Type − Special
Confirmation No. – AC300150786
Arrival Date − 15 November 2008
Departure Date − 15 January 2009
No. of Nights − 61
Adult /Children − 2 Adults, 0 Child
RESERVATION CHARGES
Room Rate − Rs 4,500++
Misc. Total
Room Total − Rs 2,74,500
Total Tax − Rs 32,940
Total − Rs 3,07,440
DEPOSIT RECEIVED Rs 2,74,500.00
BALANCE DUE Rs 32,940.00
Balance due upon arrival in cash, traveler’s cheques , or credit card. We cannot accept personal or business checks
for payment of balance. If you have placed a deposit by credit card, you must bring your credit card with you along
with a form of identification with signature. We cannot accept the use of another’s credit card under any
circumstances.
We must receive a notice from the guest of any cancellation or change in the number of rooms or nights reserved
no later than 4 p.m., 14 calendar days prior to the guest’s arrival in order for the guest to receive a refund of
90% of the amount deposited. If notice is not received 14 calendar days prior to date of arrival, the guest forfeits
100% of the deposit.
Check-in-time: 3:00 p.m., Check-out time: 10:00 a.m., Please contact our office for late arrival information.
Thank you for your reservation!
SIGNATURE UPON ARRIVAL: DATE:
RESERVATION FORM:
HOTEL IHM
RESERVATION FORM No.
Name of the
Guest____________________________________________________________________________
Company_______________________________________Designation____________________________
_______
Address of the
guest___________________________________________________________________________
______________________________________________________________
Tel.__________________________
Date of Arrival________________________ Time of
Arrival_________________________________
Date of Departure______________________ Expected time of
departure_______________________
_____________________________
Type of Room S[ ] D[ ] T[ ] Others
Category_____________________________________
No. of Pax__________________________ Room
Rate___________________________________
Mode of Arrival_____________________
Discount_____________________________________
Flight No.__________________________
Mode of Payment/Settlement of Bills____
Credit Card No._____________________ Date of
Expiry________________________________
Personal Details of the Person/Agency Making the
Reservation________________________________________
Special
Request______________________________________________________________________________
Date & Time of booking______________
Reservation
Assistant
Name______________________
Signature___________________
Remarks:
HOTEL IHM
RESERVATION FORM No.
Name of the
Guest____________________________________________________________________________
Company_______________________________________Designation____________________________
_______
Address of the
guest___________________________________________________________________________
______________________________________________________________
Tel.__________________________
Date of Arrival________________________ Time of
Arrival_________________________________
Date of Departure______________________ Expected time of
departure_______________________
_____________________________
Type of Room S[ ] D[ ] T[ ] Others
Category_____________________________________
No. of Pax__________________________ Room
Rate___________________________________
Mode of Arrival_____________________
Discount_____________________________________
Flight No.__________________________
Mode of Payment/Settlement of Bills____
Credit Card No._____________________ Date of
Expiry________________________________
Personal Details of the Person/Agency Making the
Reservation________________________________________
Special
Request______________________________________________________________________________
Date & Time of booking______________
Reservation
Assistant
Name______________________
Signature___________________
Remarks:
Horizontal tabular ledger:
Day: ………………… Date : ……………………
Room
No.
Name
of
guest
pax rate B/
fwd
room
rent
B’
fast
lunch dinner phone Misc.
Exp.
VPO Cr. C/
fwd
Day: ………………… Date : ……………………
Room
No.
Name
of
guest
pax rate B/
fwd
room
rent
B’
fast
lunch dinner phone Misc.
Exp.
VPO Cr. C/
fwd
Vertical tabular ledger:
HOTEL IHM
Visitors tabular ledger
Room no. total
Name
No. of pax
Gr. no.
Plan
Room rate
Tea
Breakfast
Lunch
Dinner
Beverages
Room
service
Telephone
Laundry
Tobacco
VPO
Others
Beer
Wine
Misc.
Daily total
Cash
deposit
Allowance
Bal. C/fwd
Dr.
Total
Cr.
HOTEL IHM
Visitors tabular ledger
Room no. total
Name
No. of pax
Gr. no.
Plan
Room rate
Tea
Breakfast
Lunch
Dinner
Beverages
Room
service
Telephone
Laundry
Tobacco
VPO
Others
Beer
Wine
Misc.
Daily total
Cash
deposit
Allowance
Bal. C/fwd
Dr.
Total
Cr.
ACCIDENT REPORT FORM:
HOTEL IHM
Accident report s.no.: 0123786
Name of the injured person: …………………………… ………..
Occupation: ………………………. supervisor: ………………….
Time of accident Date of accident Time of report Date of report
Nature of injury or condition: ……………………………………………………………………...
……………………………………………………………………………………………..………
………………………………………………………….………………………………………….
Extent of injury (after medical attention): …………………………………………………………
……………………………………………………………………………………………………..
……………………………………………………………………………………………………..
Place of accident or dangerous occurrence: ……………………………………………………….
Injured person’s version of what happened (use separate sheet if required): ……………………..
………………………………………………… …………………………………………………..
……………………………………………………………………………………………………..
Witness of evidence (1)
Witness of evidence (2)
Supervisor’s recommendations: …………………………… ………………………………………
………………………………………………………………………………………………………
Date : …………………… Authorized signatory
HOTEL IHM
Accident report s.no.: 0123786
Name of the injured person: …………………………… ………..
Occupation: ………………………. supervisor: ………………….
Time of accident Date of accident Time of report Date of report
Nature of injury or condition: ……………………………………………………………………...
……………………………………………………………………………………………..………
………………………………………………………….………………………………………….
Extent of injury (after medical attention): …………………………………………………………
……………………………………………………………………………………………………..
……………………………………………………………………………………………………..
Place of accident or dangerous occurrence: ……………………………………………………….
Injured person’s version of what happened (use separate sheet if required): ……………………..
………………………………………………… …………………………………………………..
……………………………………………………………………………………………………..
Witness of evidence (1)
Witness of evidence (2)
Supervisor’s recommendations: …………………………… ………………………………………
………………………………………………………………………………………………………
Date : …………………… Authorized signatory
BOMB THREAT FORM:
HOTEL IHM
Bomb threat form
s.no: ……………………..
Date: ………………………….
Time call started: ……………………………. Time call ended: ………………………………
Caller’s exact words: __________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Questions that may be asked:
When is the bomb due to explode? ……………………………………………………………….
Where is the device placed? ………………………………………………………………………
What does the device look like? ......................................................................................................
What is the type of device? time bomb / remote operated bomb
Why have you placed the device? ...................................................................................................
Whom do you represent? .................................................................................................................
Details of caller: (fill as soon as call ends)
Age: ……………………..
Sex: ……………………..
Voice: …………………..
Accent: local/foreigner/educated/other (specify)
Language used: ………………..
Manner: ……………………..
Any background sounds: …………………… ……..
Type of call: local/long distance
Telephone/ mobile no. from which the call was received: …………………………..
Action taken:
Information to management: …………………………………. time:…………………………….
Information to local police station: …………………………... time: ……………………………
Date & time: ………………………………………… signature …………………………………
HOTEL IHM
Bomb threat form
s.no: ……………………..
Date: ………………………….
Time call started: ……………………………. Time call ended: ………………………………
Caller’s exact words: __________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Questions that may be asked:
When is the bomb due to explode? ……………………………………………………………….
Where is the device placed? ………………………………………………………………………
What does the device look like? ......................................................................................................
What is the type of device? time bomb / remote operated bomb
Why have you placed the device? ...................................................................................................
Whom do you represent? .................................................................................................................
Details of caller: (fill as soon as call ends)
Age: ……………………..
Sex: ……………………..
Voice: …………………..
Accent: local/foreigner/educated/other (specify)
Language used: ………………..
Manner: ……………………..
Any background sounds: …………………… ……..
Type of call: local/long distance
Telephone/ mobile no. from which the call was received: …………………………..
Action taken:
Information to management: …………………………………. time:…………………………….
Information to local police station: …………………………... time: ……………………………
Date & time: ………………………………………… signature …………………………………
SAFE DEPOSIT LOCKER REGISTRATION CARD:
Hotel IHM
Safe deposit locker box
Box no. Date issued Issued by Room no.
Terms and conditions:
1. I/We shall not hold the hotel liable for any loss of, theft of, shortage in the contents of the
safe deposit locker which is being used by me/us exclusively.
2. In the event of the loss of the keys of the fast deposit locker, I/We shall reimburse the hotel Rs
2,000 only towards replacements.
Signature: _________________
Address: ___________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Surrender of box
the undersigned hereby surrenders above numbered box and certifies that all property place
therein has been lawfully withdrawn and is now in the possession of the owner(S); all claims
against the liabilities of the custodian are hereby released and discharged.
Signature: ___________ date:__________ time:__________ cashier:______________
Date Time Signature of guest cashier
Hotel IHM
Safe deposit locker box
Box no. Date issued Issued by Room no.
Terms and conditions:
1. I/We shall not hold the hotel liable for any loss of, theft of, shortage in the contents of the
safe deposit locker which is being used by me/us exclusively.
2. In the event of the loss of the keys of the fast deposit locker, I/We shall reimburse the hotel Rs
2,000 only towards replacements.
Signature: _________________
Address: ___________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________
Surrender of box
the undersigned hereby surrenders above numbered box and certifies that all property place
therein has been lawfully withdrawn and is now in the possession of the owner(S); all claims
against the liabilities of the custodian are hereby released and discharged.
Signature: ___________ date:__________ time:__________ cashier:______________
Date Time Signature of guest cashier
WAKE UP CALL REGISTER:
Hotel IHM
Wake up call register
Date Name of guest Wake-up call time Call given by remarks
Hotel IHM
Wake up call register
Date Name of guest Wake-up call time Call given by remarks
WAKE UP CALL SHEET:
Hotel IHM
Wake-up call sheet
Crew/group: Group RV no.
Flight no.:
Capt/grp leader: Wake up call time
…………………… hrs Name:
S.No Room no.
01 Assistant manager
02
03 Airline/tel
04
05 Wake-up call confirmed by
06 Bell captain
07 Telephone supervisor
08 House keeping
09
10
11
12 Baggage down time ………….. hrs
13 Pick-up time: ……………….. hrs
14
15
Remarks
Department Name Amended wake-up call:…………..hrs
House-keeping
Reception
Telephone Airport service no.:
Coach no.:
Hotel IHM
Wake-up call sheet
Crew/group: Group RV no.
Flight no.:
Capt/grp leader: Wake up call time
…………………… hrs Name:
S.No Room no.
01 Assistant manager
02
03 Airline/tel
04
05 Wake-up call confirmed by
06 Bell captain
07 Telephone supervisor
08 House keeping
09
10
11
12 Baggage down time ………….. hrs
13 Pick-up time: ……………….. hrs
14
15
Remarks
Department Name Amended wake-up call:…………..hrs
House-keeping
Reception
Telephone Airport service no.:
Coach no.:
FORM “C”
Hotel IHM
Form C
(rule 14)
Hotel arrival report
(to be completed in duplicate)
Sr. no.: ……........
Date: ..…………
Name of the hotel:_______________________________
Name of the foreign visitor: __________________
(in full in block capitals, surname first)
Nationality: _____________________
Passport no.: ____________________
Date of issue:_____________________
Place if issue:_____________________
Address in India: ___________________________________________________
__________________________________________________________________
__________________________________________________________________
Date of arrival in India: ________________
Arrived from: _________________
Whether employed in India: yes/no
Proposed duration of stay in India: _____________
Proposed duration of stay at hotel: _____________
Proceeding to: _________________
Registration certificate no.: ______________
Date of issue: _________________
place of issue: ________________
Manager’s signature
Hotel IHM
Form C
(rule 14)
Hotel arrival report
(to be completed in duplicate)
Sr. no.: ……........
Date: ..…………
Name of the hotel:_______________________________
Name of the foreign visitor: __________________
(in full in block capitals, surname first)
Nationality: _____________________
Passport no.: ____________________
Date of issue:_____________________
Place if issue:_____________________
Address in India: ___________________________________________________
__________________________________________________________________
__________________________________________________________________
Date of arrival in India: ________________
Arrived from: _________________
Whether employed in India: yes/no
Proposed duration of stay in India: _____________
Proposed duration of stay at hotel: _____________
Proceeding to: _________________
Registration certificate no.: ______________
Date of issue: _________________
place of issue: ________________
Manager’s signature
VISITORS PAID OUT VOUCHER:
Hotel IHM
Visitors paid out voucher
Date:.………………
Room no.:…………
Name of the guest:…………………….. Room account no.:………………………
Explanation
charge
Rs Paisa
Rupees (in words) Total:
Signature of the recipient approved by signature of cashier
Hotel IHM
Visitors paid out voucher
Date:.………………
Room no.:…………
Name of the guest:…………………….. Room account no.:………………………
Explanation
charge
Rs Paisa
Rupees (in words) Total:
Signature of the recipient approved by signature of cashier
JOB SPECIFICATION OF BELL BOY:
Job specification
JOB TITLE : Bell boy
CATEGORY : Non-supervisory
EDUCATIONAL QUALIFICATION : High school
AGE LIMIT : 18-30 years
EQUIPMENT SKILLS : should know how to use luggage trolley, public
address system, etc
PHYSICAL ABILITY : Sound health and ability to carry luggage up to 50 kgs
PERSONALITY CONSIDERATION : Presentable, well groomed, good physique
LANGUAGE SKILL : Ability to communicate in English and local language.
EXPERIENCE : None. One month job training is adequate.
SPECIAL REQUIREMENTS : * Proficiency in English language
*Should be able to life luggage
*Willingness to assist guests.
*Should be able to work in a team
Job specification
JOB TITLE : Bell boy
CATEGORY : Non-supervisory
EDUCATIONAL QUALIFICATION : High school
AGE LIMIT : 18-30 years
EQUIPMENT SKILLS : should know how to use luggage trolley, public
address system, etc
PHYSICAL ABILITY : Sound health and ability to carry luggage up to 50 kgs
PERSONALITY CONSIDERATION : Presentable, well groomed, good physique
LANGUAGE SKILL : Ability to communicate in English and local language.
EXPERIENCE : None. One month job training is adequate.
SPECIAL REQUIREMENTS : * Proficiency in English language
*Should be able to life luggage
*Willingness to assist guests.
*Should be able to work in a team
HOTEL MESSAGE SLIP:
Hotel IHM
Message Slip
Date:............................................ Time:........................................
Name of Guest:..........................................................................
Room No:....................................................................................
In your absence
Mr/Ms..............................................................................
From:................................................................................
. Came in person . Will call again
. Telephoned . Please call back
. Waiting for you
. Please meet him/her
Message:______________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________
Signature of information Assistant
Hotel IHM
Message Slip
Date:............................................ Time:........................................
Name of Guest:..........................................................................
Room No:....................................................................................
In your absence
Mr/Ms..............................................................................
From:................................................................................
. Came in person . Will call again
. Telephoned . Please call back
. Waiting for you
. Please meet him/her
Message:______________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________
Signature of information Assistant
KEY CARD:
Hotel ABC
Key Card
Name:................................................................
Room No:...........................................................
Date of Arrival:..................................................
Date of Departure:............................................
Note: Please produce the key card to receive your room keys.
Authorized Signatory
Hotel ABC
Key Card
Name:................................................................
Room No:...........................................................
Date of Arrival:..................................................
Date of Departure:............................................
Note: Please produce the key card to receive your room keys.
Authorized Signatory
KEY CONTROL SHEET:
Hotel IHM
Key Control Sheet
Keys of occupied rooms at front desk
S.No RoomNo Name of Guest Baggage
Position
Bill Amount Remarks
Vacant room whose keys are missing
101,110,305,701
Details of missing keys
Room no Name of the
guest who
stayed last
Check out Date
and Time
Bellboy at the
Time of
Departure
Front desk Agent on
duty at the Time of
departure
101 Mr Dinesh 25/1/2009
12:15 p.m.
Raja Mr Salil
110 Mr John
Alexander
25/1/2009 12:25
p.m.
Vijay Mr S.S.Das
305 Ms Altarine 25/1/2009
12:15 p.m.
Tejpal Mr S.S.Das
701 Mr Ashish 25/1/2009
12:35 p.m.
Kishore Mr Salil
Signature of Front desk agent
Hotel IHM
Key Control Sheet
Keys of occupied rooms at front desk
S.No RoomNo Name of Guest Baggage
Position
Bill Amount Remarks
Vacant room whose keys are missing
101,110,305,701
Details of missing keys
Room no Name of the
guest who
stayed last
Check out Date
and Time
Bellboy at the
Time of
Departure
Front desk Agent on
duty at the Time of
departure
101 Mr Dinesh 25/1/2009
12:15 p.m.
Raja Mr Salil
110 Mr John
Alexander
25/1/2009 12:25
p.m.
Vijay Mr S.S.Das
305 Ms Altarine 25/1/2009
12:15 p.m.
Tejpal Mr S.S.Das
701 Mr Ashish 25/1/2009
12:35 p.m.
Kishore Mr Salil
Signature of Front desk agent
SAFE DEPOSIT LOCKER REGISTER:
Hotel IHM
Safe deposit locker Register
S.no Date Name of the
guest
Room
No.
Locker
No.
Key
Issued
Guest
Sign
Guest
Sign
Remarks
Hotel IHM
Safe deposit locker Register
S.no Date Name of the
guest
Room
No.
Locker
No.
Key
Issued
Guest
Sign
Guest
Sign
Remarks
ARRIVAL ERRAND CARD:
Hotel IHM
Arrival errand card
Bell boy name: Call time:
Name of guest: Room no.:
Articles
Suitcase Hand bag Package Briefcase Overcoat
Others
Signature(bell captain)
Signature(receptionist)
Hotel IHM
Arrival errand card
Bell boy name: Call time:
Name of guest: Room no.:
Articles
Suitcase Hand bag Package Briefcase Overcoat
Others
Signature(bell captain)
Signature(receptionist)
LOBBY CONTROL SHEET:
Hotel IHM
Bell captain _______________ Sheet No.: _______________
Shift _____________ Date: ___________________
Room
No.
Bell boy
name
Arrival
time
Departure
time
Service call time
Remarks
From To
Bell boy’s signature: 1.____________2.___________3._____________4.______________
Bell captain signature: _______________________________
Hotel IHM
Bell captain _______________ Sheet No.: _______________
Shift _____________ Date: ___________________
Room
No.
Bell boy
name
Arrival
time
Departure
time
Service call time
Remarks
From To
Bell boy’s signature: 1.____________2.___________3._____________4.______________
Bell captain signature: _______________________________
GUEST REGISTRATION CARD:
Hotel IHM
Guest Registration Card
Surname:___________________ First name/initials_______________ Date of birth__________
Company name: ________________ Passport no.:_____________________________________
Designation: ___________________ Date of issue:____________________________________
Nationality:____________________ Place of issue: ___________________________________
Permanent address: _____________ Date of arrival in India: ____________________________
______________________________ Proposed duration of stay in India: __________________
Date of arrival in hotel______time___ Whether employed in India: [ ] yes [ ] no
Arrived from: __________________ Registration certificate no.: _______________________
Proceeding to: _________________ Date of issue: __________________________________
Purpose of visit: ________________ Place of issue: __________________________________
Date of departure from hotel ______________ time____________
Credit card no.: _______________ I agree to abide by the Hotel rules and regulations.
#check-in/check- out time: 12 noon
# all valuables & cash should be deposited with the cashier.
Guest’s signature Manager’s signature
FOR OFFIC USE ONLY
Nationality code: ………………. Payment code: …………………. Reservation no.: …………………
Room no
No. of persons Room rate
Billing
instructions
Booked by
Initials of FOA
Adult
children
Hotel IHM
Guest Registration Card
Surname:___________________ First name/initials_______________ Date of birth__________
Company name: ________________ Passport no.:_____________________________________
Designation: ___________________ Date of issue:____________________________________
Nationality:____________________ Place of issue: ___________________________________
Permanent address: _____________ Date of arrival in India: ____________________________
______________________________ Proposed duration of stay in India: __________________
Date of arrival in hotel______time___ Whether employed in India: [ ] yes [ ] no
Arrived from: __________________ Registration certificate no.: _______________________
Proceeding to: _________________ Date of issue: __________________________________
Purpose of visit: ________________ Place of issue: __________________________________
Date of departure from hotel ______________ time____________
Credit card no.: _______________ I agree to abide by the Hotel rules and regulations.
#check-in/check- out time: 12 noon
# all valuables & cash should be deposited with the cashier.
Guest’s signature Manager’s signature
FOR OFFIC USE ONLY
Nationality code: ………………. Payment code: …………………. Reservation no.: …………………
Room no
No. of persons Room rate
Billing
instructions
Booked by
Initials of FOA
Adult
children
FOREIGN CURRENCY CONTROL SHEET:
Hotel IHM
Foreign currency control sheet
S.No. Date Name
of
guest
Nationality Passport
No.
Foreign currency Rate Rupee
equivalent
Pound
sterling
US
dollar
Euro others
Hotel IHM
Foreign currency control sheet
S.No. Date Name
of
guest
Nationality Passport
No.
Foreign currency Rate Rupee
equivalent
Pound
sterling
US
dollar
Euro others
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