Process & procedures of reservation handling in the hotel

There is a systematic process & procedure of reservation handling in the hotel. All the reservation attendants must undergo these procedures to complete the reservation complete.

1. Receive reservation inquiry / request:

Reservation section receives a request for room reservation from various process. The reservation assistant must be capable of quickly determining the clients need and should be ready with reservation form and pencil or pen while getting reservation inquiry. The reservation assistant must obtain the following guest related information:

Guest name, address and telephone number
Date of arrival and departure

Desired room rate and plan

Number of pax

Type of room requested

Method of payment
Any other special request
2. Determining the room availability: After receiving the information about the guest duration of stay next step of reservation procedure is to check the availability of room type requested by the guest referring to the forecast board, reservation chart or through computerized system.
3. Accepting or denying the request: After checking the room availability, if the requested room is available the reservation will be accepted.If the rooms are sold out on the requested date, apologize with the suggestion of any other alternative rooms or hotels.The request is also denied if the guest or travel agencies are black listed.
4. Documenting the reservation details: If the reservation request is accepted, the reservation is taken in the reservation form with all the necessary information.
5. Confirming the reservation: Once the rooms requested by the guest is available and guest agrees to the rates, the reservation is confirmed by the reservation assistant by the advance deposit through various modes and confirmation number is given to the guests as a proof that the room is booked.
6. Maintaining the reservation record: After recording the reservation details in the reservation form, it should be properly filed for the future reference. In case of any changes or cancellation is done, the details must be attached with reservation form and updated.
7. Compiling the reservation report: The details from the reservation are most important. Such details help in forecasting cancellation, no show analyzing the market segment, preparing the history card,etc.