IMPORTANCE OF RESERVATION AND ITS FUNCTION

It is a process of booking and blocking of rooms in advance for a prospective guest to provide him
right kind of accommodation and at the same time give sufficient time to the hotel staff to arrange for
the right kind of accommodation as requested by the guest at the time of his reservation. This process
of booking or blocking a room or number of rooms for the guest is known as reservation.
Reservation is very important for the hotel as it gives them sufficient time to plan for
various activities and actions for a guest, who would arrive after some time or some days,
approximately 90% rooms sales business comes through the reservation dept, thus making it the
major revenue earner for the hotel, and if the reservations for the day are not sufficient in number then
a hotel might loose revenue for that day, at the same time, advance reservation provides the hotel staff,
sufficient time to look for the right type of accommodation, which matches the requirement of the
guest. The amenities such as hard bed, fruits and flowers etc., Can also be provided before the arrival
of a guest. Hotels can also forecast their future revenue generation easily and have enough time to
improve by taking actions in generating revenue for a particular day; also they can schedule their staff
more accurately to avoid any chaos on a busy day due to inadequate staff being available on that day.
As far as a guest is concerned reservation for a room is very important for him because once he is sure
that he will get accommodation when he will arrive at his destination and there will not be any
disappointment for not finding any room at the time of his arrival in the hotel and he can plan his
holiday or business activity without any worry.
The main function of a reservation section of the hotel is to receive and
process the request or inquiry made by a prospective guest for future room availability in the hotel.
Two subsidiary features or functions, which arise out of this main function, are:
(1) Attending & processing of a request made by a guest for a cancellation of a booking made
earlier;
(2) Attending to & processing of a request made by a guest for any amendments made in the
bookings earlier.
The processing of a request includes the requirement of the guest, matching the requirement of the
guest, showing the bookings in various charts and diaries, racks, and computers (depending upon the
system used by the hotel) & communicating the prospect to the guest accordingly. After filing all the
documents, all the concerned departments and the front desk are informed through a movement list
(expected arrival list) about the room position in the hotel.
DAILY REPORT OF EXPECTED ARRIVALS AND DEPATURES

Date
Expected Arrivals Expected Departures
Room Name No of Person Time of Staying Remarks Room Name Time of Remarks
Adult Child Arrival up to No. Departure
VIPs
Expected

Groups in
next 3
days

Front Office Manager REMARKS

Lobby Manager Total Rooms Occupied
Cashier Total number of Guests in House
Food & Beverage Department % Room Occupancy
House Keeper % Guest Occupancy
__________________________________
(Signature Receptionist)

1
 AMENITIE VOUCHER

Hotel ABC
113, Zero Road, New Delhi 110001

From : Front Office Date:

________________
To : Room Service/ Housekeeping/ Pantry

Please Supply
Fruit Basket-Single-Double-Special
Flowers
Soft Drinks

To .Room No at

(Name of the Guest) (Time)

Authorized by.

Card to be attached Signature.

Copies: Room Service/ Housekeeping/ Pantry/ Food & Beverage Controls/ File

The location of the reservation section will depend upon the size of the hotel in other words, total
volume of business done by the hotel. For a small hotel where the volume of business is low,
reservation function can easily be carried out from the front desk itself, whereas a separate reservation
section is required to carry out the various reservation activities in a hotel having large volume of
business. It is therefore suggested to have the reservation section located right behind the reception
counter in the back office so that both the departments can work with close co-ordination.
To carry out the various functions in this department following equipments are
required to:
(1) Working table and chairs;
(2) Filing cabinets;
(3) One or more telephones;
(4) Photo copying machine;
(5) Fax machine; / Telex machine;
(6) Whitney racks ( if Whitney system is used by the hotel);
(7) One or more computer terminals ( if computer system is used by the hotel);
(8) Type writer;
(9) Printer; etc
Every hotel has its own system for recording reservation, which is suited best for that establishment.
It is not necessary that a system used in a particular hotel will be suitable for another hotel. Rooms are
considered to be the most perishable commodity in a hotel and it is for this reason that an efficient
system is needed to receive record and store reservation request. A reservation system need not be
expensive and should not involve complicated equipments. The system should be so devised so that it
is time saving and proper utilization of human resource is done.

2
 RESERVATION FORM

Arrival
Name Number of Date
Persons
Address/ Company Flt No
Type of Accommodation Time

Departure
Booked by Date

Address
Date of Booking Time
Letter/Tel/Telex/No. Phone No.
Phone Personal Confirmed W.L.
Deposit Recd: Cash Cheque No.
Spl. Remarks
Billing Instructions
INITIAL (Reservation Assistant) No. R. (J) ARRIVAL
G.R.No. (Optional)

A reservation request may come to the hotel from various sources. Anyone may write or communicate
with the hotel or request the hotel to book a room or number of rooms for himself, friends, families or
company. We can classify these sources as follows:
(a) Free individual traveler(FIT);
(b) Groups;
(c) Travel agents and tour operators;
(d) Airlines;
(e) Companies;
(f) Embassies, high commissions, govt. offices;
(g) Hotels of the same chain; or other hotels,
(h) Airport representative

Modes of reservation:

3
 DIAGRAMMATIC REPRESENTATION OF A TELEPHONE REQUEST PROCESS
1
Prospective guest or someone on his behalf telephones
2
Requirements are ascertained

Accommodation not available Accommodation available

3a 3
Alternative dates suggested and an Reservation form filled
alternative accommodation offered to guest

No time for Time for

Caller refuses Caller accepts the Confirmation Confirmation
all offers alternative offer
4a 4
Documents filed and guest Caller told about the terms & given
4c 4b arrival awaited an option date & asked to confirm
Guest is waitlisted & Reservation form filled & Reservation form filed temporatily;
informed about it. All reservation slip in duplicate reservation slip prepared
necessary documents made. Original kept in provisional booking made in diary
prepared, waitlisted rack & then filed till the chart, rack or computer
marked. date of expected arrival

5a Confirmation not 5
In case some cancellation or amendment received Confirmation received
is received and room becomes available,
Wait listed guest is confirmed & informed. Reservation form transferred 6
Charts & Racks etc. are also updated. to another file mentioned Reservation comfirmed in
confirmation not received' records & confirmation
letter sent to guest

5a 4b 4a 8 7
Guest requested to
send acknowledgement

8
Documents filed till the arrival of guest

4
 PERSONAL RESERVATIONS ACTIVITY FLOW CHART
Prospective guest or someone on his behalf
1 calls at the
reservation section

2 Requirements are ascertained

Accommodatio Accommodation
n not available available

3 Guest informed about this. He may

3 Reservation form filled, advance
a be
waitlisted & a separate file maintained collected; receipt issued

4a Option date given 4 Entries made in

Chart/racks/compu
ter system
Set of
5 documents
filed till the date of
5a Set of documents
arrival
temporarily filed

6 Confirmatio
6 Confirmation Received
a n
not 7 Entries made in
received chart & files/racks/
computer system
7a Reservation form
filed in file
marked 'reservation
not confirmed'
Set of documents
8
filed till the date
of
7a 8 5 arrival

5
 TELEGRAM RESERVATION ACTIVITY FLOW CHART
1
Telegram
received

2
Requirements
ascertained

Accommodation
Accommodation not available
available

3
3b 3a Reservation form filled
Guest
Accommodation arranged
informed
through a
in some other hotel 4
telegram
Entries made in
diaries/charts/racks, etc.
4a
Entry in diary only 5
Reservation confirmed

4 /8
Set of documents filed

6
 CORRESPONDENCE RESERVATIONS ACTIVITY FLOW CHART
1
First letter received from prospective guest
2
Requirements are ascertained

Accommodation not
Accommodation available
available

3a 3
Guest informed. A letter making Offer sent to guest
an alternative offer may be sent.
4
Guest Guest Documents filled & filed
does not accepts temporarily
accept
the offer
the offer

Docume Steps 5,6,7 &

5 5a
nts filed 8
in a
followed & Offer not
separate Offer accepted
set of accepted
file.
documents by
by guest
filed. guest

6
Guest letter received

7
Entries made in chart/diary/computer

8
Confirmation sent to guest
4 /8
Set of
documents
filed

7
FINDING OF ROOM AVAILABLITY: -
Before accepting a request made by a prospective guest for booking of a room in the hotel it is
importantent for the reservation assistance to know about the room availability position in the hotel on
that day
ADVANCE LETTING CHART OR CONVENTIONAL BOOKING CHART:
This chart tells us about the booking and the availability position of all the rooms of the hotel in terms
of their room number and their location. This chart covers one calendar month and the dates are
marked clearly on the top of this chart, room numbers with their description are marked on the side of
this chart. Reservation are recorded with the help of a pencil for the concerned dates by drawing a line
against the room numbers to show that a room is blocked for a respective guest, name of the guest is
written on top of this line. If any room is taken for renovation or maintenance it is also marked on this
chart for the time the room is off. Provisional bookings are shown with the help of a dotted line. If
there are any cancellations or amendment in the guest reservation it can be corrected by erasing the
entries and fresh entries will be made. Thus this chart gives a clear vision as to how the business is
shaping for the future. This chart is not very effective for large hotels but is very useful for hotels
having 30to 40 rooms and where guest stay is for longer duration.

NAME OF THE HOTEL

DATE/ 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
ROOM
NO

DENSITY CONTROL CHART: This chart is mainly used for large hotel having large volume of
business & is designed to show the receptionist the number of rooms with their category available for

8
letting. Individual reservations are not marked on this chart, only the actual numbers of rooms are
marked on this chart. A glance at this chart tells us whether a room of the requested type is available
or not. Pencil is used to record the booking in this chart.

DENSITY CONTROL CHART

MONTH ___________ YEAR ____________
1 2 3 4 5 6 7 8 9 10 11 28 29 30 31
Room

SGL
6
5
4
3
2
1
TWN
4
3
2
1
DBL
3
2
1
SU
1

ROOM STATUS BOARD/ PREPETUAL YEAR PLANNER: (256) (154)

As the name suggests, this chart shows the room booking position for one year on continuous basis.
The status are shown under three categories i.e. sold out , on request, and free sales by three difrent
colour code. Sold out is red colour means no rooms are available , on request is yellow means rooms
can be blocked subject to cancellation, free sale is green colour means room are available for booking.
As the bookings keep coming free sale status will change to on request and further to sold out and
with every cancellation sold out status will change to on request and then to free sale.

SYSTEM OF RESERVATION: All over the world various hotel, various system of reservations are
followed depending upon the finance and volume of business.

WHITNEY SYSTEM OF RESERVATION:

This system was introduced by Whitney duplicating company of New York, hence the name
Whitney. This system to a large extent has replaced the old system of reservation, which was
the dairy system of reservation, and the hotels have adopted Whitney system because:
(1) The reservation under this system could be taken well in advance which is not possible in
the dairy system of reservation,

9
(2) It minimizes the paper work,
(3) Since the system involves double checking there are less chances of mistakes taking
place,
(4) Dairy system can only be used successfully in small hotels where Whitney system is not
recommended.
Following tools are necessary to successfully adopt the Whitney
system:
(a) Room reservation form,
(b) Advance letting chart,
(c) Density control chart,
(d) Whitney slips(4x1.5), SHANNON
(e) Whitney carrier,
(f) Whitney racks.
Reservation form is used to record the following information as soon as a request for the
future reservation is received:
1. Date of arrival,
2. Name of the guest,
3. Type of accommodation,
4. Length of stay,
5. Arrival time,
6. Expected time of departure,
7. Rate & plan,
8. Source of booking,
9. Complete address of the guest,
10. Billing instructions,
11. Deposits (if any).

ALC or DCC are required to check the availability of rooms,

Whitney slip is used to record the information about a guest staying in the hotel,
Whitney carrier which is made up of aluminum metal is used to hold the Whitney slip,
Whitney rack is used to hold the information written on the Whitney slip put into a Whitney
carrier date wise.
To distinguish between the various categories of guest the hotel adopt a color coding scheme
such as:

WHITE ------- FIT

PINK----------- FOR RESERVATION THROUGH TRAVEL AGENTS,
YELLOW------ FOR GROUPS,
GREEN--------- FOR VIP.

PROCEDURE: At the reservation section in the back office Whitney racks are hanged
against the wall, thirty-one Whitney racks are kept for the current month and each rack is for
one particular date, eleven Whitney racks are kept for the following months and one for the
following year. As soon as a request for the future reservation is received information is first
noted down in the reservation form and then with the help of this form it is noted down on the
Whitney slips, which is typed in duplicate (in some hotels it is typed in triplicate). The
original is kept in the Whitney carrier, which is placed in Whitney rack arranged date wise
and alphabetically, the carbon copy is attached with the room reservation form and
correspondence. On a day prior to the arrival of the guest, the Whitney racks pertaining to
the current date are taken down, and if possible room number are duly allotted in advance.

10
The second copy of the Whitney slip is arranged alphabetically and sent to information
counter which becomes the information rack for the date of arrival and once all the

reservation for the day have taken place it is sent back to the reservation section, in this way
the rack move ahead each day.

BOOKING DIARY OR THE RESERVATION DAIRY: One of the various systems of reservation
is diary system of reservation and is one of the oldest systems still in use in small hotels, resorts,
before another system popularly known as the Whitney system of reservation and later on computers
were introduced in the hotels. The booking dairy is useful, economical, and labor saving for small
hotels, resorts, residential hotels, tourist hotels etc.
The system consist of a bound book and each page in the dairy represents one day, hence this dairy
contains 365/366 pages for a year. All the information received from a guest and recorded on the
reservation form is transferred to the dairy. The booking dairy records the reservations that have been
received into their date of arrival. Each page in this dairy displays the list of all expected arrivals for
that date and the entries are made according the date of receiving the request from a guest. Although
one page for one day is sufficient to record all entries but in case of more entries page can be added in
the dairy. Cancellations for the day is done by drawing a line with the help of a pencil, and later when
expected list of arrivals are prepared all special request are recorded.
PROCEDURE: On receiving the request from a guest the reservation asst. will first check the room
availability with the help of the charts and in case the room is available , reservation form is filled and
entries in the chart is made , after this the dairy is updated. One night before the arrival of the guest a
movement list of all expected guest is prepared with the help of dairy and then this list is sent to the
front desk. All the relevant records such as dairy and reservation forms are kept available for any
further reference till the guest leaves the hotel.
DISADVANTAGES OF THE BOOKING DAIRY:
(a) It is bulky and not movable so all the records are confide to one place and can not be moved to
various places in case a need for reference is necessary.
(b) Since it is constantly used by one person or other there is every possibility of it getting dirty or the
pages may get torn.
(c) Cancellation and amendments also create problems and the sequence gets disturbed.

11
(d) Not suitable and practical for hotels with transient business or where guest stay is very short.
(e) Cannot be maintained in alphabetical order.
(f) It is time consuming and difficult to know the status of a guest and room number at a glance.
ADVANTAGE OF BOOKING DAIRY:
(a) This system is useful for small hotels and resorts.
(b) It provides the record of reservation for each day in a consolidated form on a page and does not
involve the transfer of information to other slips or forms, and in case any information is required.
(c) It is easy to store and maintain.
(d) Dairy is good for those hotels where the guest stay is for longer duration.

BOOKING DAIRY

HOTEL XYZ

BO
DATE NAME ADDRES TYPE ROOM OK
E D SIG.
S.N OF OF S &NO. RATE ED BILLING
PAX T O REMARK OF
O. BOOK THE &TELE.N OF & BY INST.
A D CLERK
ING GUEST O. Room PLAN &A
DD.
1
2
3
4
5
6
7
8
9
10

CENTRAL RESERVATION SYSTEM: There are basically two types of central

reservation system followed by the hotels i.e. AFFILIATE RESERVATION NETWORK SYSTEM &
NON-AFFILIATE NETWORK SYSTEM.
An affiliate network is a hotel chains reservation system in which all the hotels of
the same chain are connected through this network, which reduces the overall system cost and also
streamlines the processing of reservations, at the same time a hotel may get business for another hotel
of the same chain. Non-chain hotels if allowed to function through this network are referred to as
overflow facilities and a Reservation requests may be routed to this facilities only after all the
available rooms in the chain hotel in the city has been booked.
A non-affiliated reservation network is a subscription system meant for
independent hotels or non- chain hotels. This network enables independent hotel operators to enjoy
many of the same benefits as that of affiliated network. This non-affiliated network accepts only a
limited number of hotels in an area to keep the value of their services high to the participating
members.
A central reservation office deals directly with the general public or the travel agents, and they
exchange room availability information with other hotels and also communicate the reservation
transactions as they occur. Now a day all the central reservation network is connected with computers
which helps them to pass the information regarding a reservation immediately to the hotel concerned.
This Rapid access to the reservation system ensures that both the hotel and the central reservation
office must have accurate, up-to-date information on room availability.

12
Affiliate and non affiliate central reservation system often provides a variety of services in addition to
managing reservation processing and communications, it also works as an inter property
communications network, an accounting transfer system or a destination information center also.
GLOBAL DISTRIBUTION SYSTEM: Most modern hotels central reservation systems connect
with one of the GLOBAL DISTRIBUTION SYSTEM (GDS). The largest and the best-known Gds.
are SABRE, GALILEO INTERNATIONAL, AMADEUS, & WORLDSPAN. An airline or
consortium of airlines owns Gds. and they provide worldwide distribution of hotel reservation
information and also allow selling of hotel reservations around the world. In this system the hotel
central reservation system is connected with an airline reservation system. By having hotel
accommodation and car rentals available in the computer and at one place a travel agent can have
access to all the facilities at one place and can sell all of these facilities to a guest in one transaction.
With over 200,000or more terminals around the world Gds. have become a powerful source in hotel
reservation
RESERVATION THROUGH THE INTERNET:
INTERSELL AGENCIES: An intersell agency is a central reservation system that handles
reservations for more than one product line such as airline ticket, car rental and hotel properties- a
one call does it all type of approach. The fact that a hotel participates in an intersell arrangement
does not prevent its participation in another from of central reservation system
Type of reservations
A guest can make reservations in different ways
GUARANTEED RESERVATIONS: a guaranteed reservation assures the guest that the hotel will
hold the room for the guest until a specific time of the day (till the cut off time), the guest in turn
guarantees to pay for the room even if it is not used or the reservation is cancelled by the guest,
guaranteed reservation provides revenue to the hotel in case of a no-show and if a hotel fails to
provide a room for a guaranteed reservation, legal penalties can be applied by the guest, Variations of
guaranteed reservations are:
1. PREPAYMENT: this type of reservation is received from those guests who are not known to the
hotel management and a guest is to pay for one nights stay.
2. CREDIT CARD: major credit card companies ensure that a hotel receives payments for no show
through credit card guaranteed reservations. Unless the guest does not cancel a credit card
guaranteed reservation a hotel may charge the guests credit card account, which is normally one
night rent plus taxes.
3. ADVANCE DEPOSIT: in this type of reservation a guest pay the hotel a specified amount of
money before his arrival in the hotel.
4. TRAVEL AGENT: in this type of reservation a travel agent guaranteed the reservation for a guest
in the hotel and in case of a no show the travel agent is charged the retention charges which he
will collect from the guest later on.
5. CORPORATE: A company may sign a contract with the hotel in which the company will agree to
settle all accounts of a guests stay in the hotel and in case of a no show they will pay the retention
charges.
NON- GUARANTEED RESERVATIONS: in this type of reservation the hotel agrees to hold
the room for a guest till the cutoff time on the day of his arrival and in case of a no show will not
charge retention charges to the guest. At the same time the hotel is free to release the room and
sell it to some other guest who may be a walk in. If a guest with non-guaranteed reservation
arrives after the cutoff time he will be accommodated if room is available.
***********************
VISITOR TABULAR LEDGE
A hotel maintains various types of ledgers to keep the records of debtors, creditors, purchases, sales,
assets, expenses etc. Visitor tabular ledger is one of these ledgers. This ledger is meant to keep the
record of all the guests registered in the hotel in an analyzed form .It serves the purpose of the day
book on one hand and registered guests personal accounts on the other. Visitor tabular ledger is
maintained in loose-leaf form, a separate sheet is maintained for each day and the number of tabular
sheets used for the day depends upon the number of columns in the sheet and the number of rooms

13
available to the guest, this ledger is maintained by the front office cashier and is a complete record of
individual guest account of the resident guest on a particular day. It gives the following information:
(a) Number of occupied rooms,
(b) Number of guest staying in the hotel on a particular day,
(c) plan on which a guest register himself,
(d) The total sales for the day and also total income derived from various sources- sales from
breakfast, lunch, dinner & revenue from laundry, telephone, newspaper etc.
VTL has two sides- debit and credit, debit side shows various receipts and deposits made by a guest
on the day tabular sheet is written & the credit side shows any allowance granted during the day or
any transfers made in the guest accounts.
As a guest registers himself, at the front desk, the receptionist prepares arrival
notification slip (ANS) and sends a copy to each of the following departments:
1. Front desk, (three copy)
2. House keeping, (one copy)
3. Telephones, (one copy)
4. Food & beverage (one copy)
5. Room service. (One copy)
This ANS has the guest name, room number, duration of stay, time of arrival, plan and the status of
the guest. On the receipt of ANS, the front office cashier opens an account in the VTL allocating one
block to be used for one guest and the charges are posted in the VTL, as soon as vouchers are received
from various service outlets. The guest account in the ledger is closed as soon as a guest settles his bill
and checks out from the hotel, but in case a guest continues to stay in the hotel his account for the day
is closed and the balance is carried forward into the next days sheet. When a guest settles his bills and
his accounts are closed, a line is drawn in guest column and no further charges are posted into the
room being vacated. Now a days all manuals VTLs have been replaced by mechanical ledgers or
computers, but small hotels, resorts, and supplementary accommodations still use VTL.
ADVANTAGES:
1. All personal accounts of registered guests are opened in daily VTL, so the names of all the guests
with their room no. Can be seen at a glance.
2. Personal accounts are debited directly with the help of the vouchers received from various service
outlets so there are less chance of mistakes.
3. Takes less time and each account is complete unto a minute,
4. Allowances and credit limit of a guest can be checked,
5. Department wise income can be taken from the total of each horizontal totaling,
6. Control can be executed efficiently.
DISADVANTAGES:
1. Since VTL is maintained on loose leaf sheet, there are chances of it being misplaced,
2. Since this is the only record of guest expenditure in the hotel if the sheet is lost , hotel will suffer
losses,
3. There are too many column in the sheet and they are very close to each other , therefore there is
every possibility for wrong posting,
4. In the VTL there is no provision for narration of any entry made. At times it becomes difficult to
explain as to the actual item for which the guest was charged,
5. If any mistake is committed, it is very difficult to locate it unless otherwise pointed out by the
guest and such error leads to wrong summaries and wrong postings in other journals .

14
Room No. 101 102 103 104
Guest Name
Pax
Registration No.
Arrival Time
Departure Time
Plan
Rate Apartment
Rate Board
Apartment
Board
BREAKFAST
LUNCH
DINNER
TEA
COFFEE
SNACKS
SOFT DRINKS
WINE
SPIRITS
BEER
SALES TAX ON FOOD
SALES TAX ON
BEVERAGE
SALES TAX ON HARD
DRINK
SERVICE TAX
LOCAL CALL
STD
MAGAZINES
LAUNDRY
VISITORS PAID OUT
MISCELLANEOUS
TRANSFER
DAILY TOTAL
BALANCE b/f DEBITED
BALANCEb/f CREDITED
GRAND TOTAL dr
GRAND TOTAL cr.
DEPOSIT
ALLOWANCE
TRANSFER
BALANCE C/D DR
BALANCE C/D CR
NET TOTAL

15
GUEST WEEKLY BILL

This bill is a detailed record of all guest transaction that takes place between an individual, a group
and a hotel. As soon as a guest checks in the hotel, the front office cashier opens a guest folio upon
receiving the ANS (arrival notification slip) from the front desk and in this folio the minute to minute
expenses incurred by the guest in the hotel premises are shown either manually, mechanically or with
the help of computers. In this folio there is a provision for recording the deposit as an amend made by
the guest. This bill is therefore a record of charges and deposits for a week and is known as GUEST
WEEKLY BILL.

In this folio there are seven columns for seven days and a provision to record important guest
information such as guest name, his date of arrival, time of arrival, room number, plan etc. and at the
end of each day balance is noted in the balance carried forward columns.(c)

MAGAZINES
LAUNDRY
VISITORS PAID OUT
MISCELLANEOUS
TRANSFER
DAILY TOTAL
BALANCE b/f DEBITED
BALANCEb/f CREDITED
GRAND TOTAL dr
GRAND TOTAL cr.
DEPOSIT
ALLOWANCE
TRANSFER
BALANCE C/D DR
BALANCE C/D CR
NET TOTAL

GUEST WEEKLY BILL

NEW DELHI
SERIAL NO.23465

ROOM NO......................................................................
NAME OF THE GUEST MR./ MS..
NATIONALITY.

16
OFFICE ADDRESS EMAIL...T.NO..
PERMANENT ADDRES ..EMAIL.T.NO..
DATE AND TIME OF ARRIVAL...DATE AND TIME OF DEPARTURE
TYPE OF ROOM.NO.OF PAX....................................
RATE APARTMENTBOARD.

DATE
DAY MON. TUES WED THURS FRIDAY SAT SUN
RS. RS. RS. RS. RS. RS. RS.
APARTMENT
BOARD
BED TEA
BREAKFAST
LUNCH
DINNER
TEA/COFFEE
SNACKS
FOOD SUNDRIES
SOFT DRINKS
WINE/BEER

HARD DRINKS
SALES TAX/ VAT
LUXURY TAX
SUR-CHARGE
TELEPHONE
LAUNDRY
TOBACCO
FLOWERIEST
NEWS STAND
V.P.O.
MISCELLANEOUS
TRANSFER
DAILY TOTAL
BALANCE B/F
DR
CR
GRAND TOTAL
DR
CR
DEPOSIT / CASH
ALLOWANCES/
DISCOUNT
LEDGER

BALANCE C/F
DR
CR
TOTAL
DR
CR

17
CHECKED AND FOUND CORRECT.

PLEASE FORWARD THE BILL TO

..
.. CASHIER

SIGNATURE OF THE GUEST

CITY LEDGER

It is maintained by the bill section where all the outstanding amounts of a guest are noted.
These are those guests who check out from the hotel without settling their bills but with an
understanding with the hotel management that they will settle their bill later on within a
specified time frame. City ledger contains:
1. Name and address of those guests who settle their bills through credit card. An account of
the guest is opened in the city ledger and when the payment is received from the credit
card company it is debited into the guest account,
2. Names of those guests who settle their bills through company account. At the time of
guest check out his signatures are obtained in the final bill and then only this bill is
credited into the companies account,
3. Name of those guests whose bills have to be sent to airlines or to the travel agents for
settlement,
4. Account of a skipper is also opened in the city ledger and every effort is made to recover
this money from this guest within a specified time frame, but if no money is received
after this time then this amount is shown as bad debt in the ledger,
5. In the city ledger, accounts of those guests are also opened who have arranged for
conference, wedding or a banquet function in the hotel and have deposited advance
money with an understanding that they will settle their final bill at the end of the function.
The deposit when received is shown in the credit column of the ledger, and later when the
guest makes the final payment it becomes the income for that day. The city ledger is
therefor a DEBTOR LEDGER.
Deposit means any amount of money paid in advance to
ensure reservation for a guest. When the front office cashier receives the money from a guest,
a receipt is prepared by him and entries are made in the reservation form, VTL etc. and the
top copy of the receipt is given to the guest. Later when a guest utilizes the facilities in the
hotel this amount is adjusted in his final bill.

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