COMPILING THE RESERVATION DETAILS

The final step in the reservation process is to complete the reservation reports.Reservation reports are just one kind of report which may be prepared and distributed to the management as well as o the other department of the hotel.

-expected arrivals and departure list

List of arrival and departure guest at particular date.

MAINTAINING THE RESERVATION DETAILS

It includes two points,

(a)Filling of original booking : After recording the reservation details in the reservation forms for the computer it is necessary to have a proper filling system for future references in any reservation system.The record is maintain in chronological order as per the date of arrival.

(b)Modification of reservation details : Occasionally by a chance or cancellation of a booking is requested.In this cases an amendment or cancellation form completed by the reservation staff and attached to the original reservation form and correspondence.

CONFORMING THE RESERVATION REQUEST

The attempt of the hotel at this stage is to confirm the reservation by means of seeking advance deposit.However,without payment to reservation may be confirmed through the available code.A conformation letter is typed and a reservation conformation no. is allocated,which acts as an evidence in the future.

DOCUMENTING RESERVATION DETAILS

If the reservation is accepted the reservation staff will complete the reservation forms including all details necessary information of the guest proposed stay.If the system is computerized details are recorded directly.

ACCEPTING OR DENYING RESERVATION REQUEST

After checking the room availability,the reservation staff will check either accepting or denying the reservation request.If the desired room and rate are available for the period requested than normally the reservation request will be accepted.However,reservation section may choose to denying the request for reservation in spite of its availability if:

-the rate desired is not at per.

-the hotel is sold out during the date requested.

-the guest / company requested the reservation is black listed.

DETERMINING THE ROOM AVAILABILITY

After receiving the information about the guest proposed stay.The next step of reservation procedure is to check room availability of the desired accommodation of the date,rate and room type requested.It IS necessary to closely monitor the volume of reservation accepted in order to prevent excess booking an effective reservation system should be used to determined room availability and they are,

-forecast board (occupancy forecast report)

-reservation chart (density and conventional chart)

-computerized system

ENQUIRY FOR RESERVATION

Hotel may receives the reservation enquiry in variety of ways.Reservation request may be made in person,ever the telephone,through the mail,via fax or telex,internet,CRS,e.t.c.Regard less of the source,the reservation personal will collect the following information about the guests stay through a process known as reservation enquiry.Following information is obtained about the guest purposed stay:A

-name of guest

-date of departure

-desired room type

-date of arrival

-required number of room

-special remarks

-desired room plan

-number of fax etc.