Professional Documents
Culture Documents
7 RESERVATION
Reservation on the hotel industry is defined as ‘blocking a particular type of guest
room (e.g. single room, double room, deluxe room, executive room, suite etc.), for a
definite duration of time (i.e. number of days of stay), for a particular guest’.
• The main function of the reservation process is to match room requests with room
availability.
Types of Reservations:
Hotels accept reservatioin for their rooms and suites only after checking various
factors, such as availability of rooms and suites, sales forecast, room rates profile of
guests, and their importance to the hotel, etc. The reservation made by the guest
could be tentative, confirmed or waitlisted. Once a reservation request is confirmed by
a guest, the hotel will make a guaranteed or non-guaranteed reservation as per the
guest’s requirement.
A. Guaranteed Reservation: Insures that the hotel will hold a room for the guest until
a specific time following the guest’s scheduled arrival date [i.e. Check-out time or
start of the hotel’s day Shift or any time the lodging property chooses]. On return,
the guest shall guarantee his/her reservation of room unless reservation is properly
canceled. In order to guarantee a reservation, guests might opt for one of the
following methods:
i. Prepayment guaranteed reservation: A guaranteed reservation requires the
payment of the room rent or a specified amount in advance, known as pre-
payment. As the hotel holds the room for the guest even after the cancellation
hours, prepayment protects the hotel from any loss of revenue in case of a last
moment cancellation or a no-show. The guest can do so by depositing cash or
using credit card.
ii. Travel agent guaranteed reservation: Travel Agencies & Tour operators make
bulk purchases of rooms at a relatively low contracted price. They guarantee the
hotel a minimum number of room nights in a particular period and agree to pay
the room charges even if they are unable to fill the number of rooms as per their
agreement with the hotel.
iii. Corporate guaranteed reservation: In this case a company or a corporate body
may enter into a contract with the hotel whereby the company guarantees
payment for its employees or sponsored guests and accepts the financial
responsibilities for any no-shows. The hotel in turn agrees to provide the
mutually agreed number of room nights to the clients or employees of the
company during a certain period of time. Hotels guarantee this reservation on
the basis of a letter from the company called a BTC letter acknowledging the
guest as its employee or client and agreeing to pay her bills as per the contract.
iv. Miscellaneous Charge Order: AN MCO is an accountable IATA document similar
to an old style airline ticket used to process the payment of travel arrangement
by airlines but normally pay for services other tha n airlines. A MCO may be used
to purchase most services offered by airlines, hotels and tour operators.
v. Allotment: Allotment is a set of rooms booked for a particular period of time for a
company or a group. This type of reservation is made for training, conferences or
conventions, and private parties. A guest may be asked for a booking reference
or any other verification before she is provided a room in the allotment.
Sources of Reservations:
A hotel receives reservation requests from different sources like direct guests, central
reservation or global distribution system, travel agencies, companies etc. Some of
them are mentioned as under:
2. Intersell Agencies:
Intersell Agencies are special types of central reservation offices contracting to handle
reservation for more than one Product Line [ex: Handle at the same time Airline
Tickets, Car Rental, Hotel Reservation…] “ One Call Does it All Approach “! Such
agencies as Expedia, Travelocity, Travelguru, MakeMyTrip etc. are rich source of
reservations for hotels.
5. Agencies:
Many guests make their reservations through travel agents or tour operators. The
agent will normally take a pre-payment from the guest, send a confirmation to the
hotel and issue an accommodation voucher on their behalf. Travel agents receive (or
deduct) a commission for their services from the guest or the hotel or both. As hotels
receive bulk bookings and huge volume of business throughout the year from these
agencies these are offered very low rates for various room categories.
6. Corporate Bodies:
Hotels also receive bookings from companies (FMCGs, pharmaceutical etc.), NGOs
(such as Care, Oxfam, Red Cross, WHO etc.), and institutions (which may be
educational, financial, banking etc.). These companies also provide bulk reservations
to the hotel and get rooms at low rates.
7. Government Sector:
Hotels receive bookings from government sectors such as public sector undertakings,
embassies and consulates. As the government officials travel to different places on
official work and need accommodation at the place of visit, they constitute a major
source of revenue to the hotel.
8. Hotel Websites:
A hotel’s website is another potential source for receiving reservations. The website
contains a link for reservation requests. By clicking the link, guests can make a hotel
reservation as per their requirements at the comfort of their house/office/cyber café.
Most of the hotels provide photo galleries, descriptions of room categories and hotel
facilities and virtual tours of the hotel to aid the guest in selecting the hotel and the
room category.
Systems of Reservations:
Depending upon the needs of the hotel and the volume of business, a hotel may adopt
either manual or automatic system of reservation:
1) Manual System of Reservation: In this system all the reservation records are
maintained manually. This old system of reservation is suitable for a small property,
where the number of rooms is less and the volume of reservation requests is also low.
•One or more pages are used for each day, with the date prominently displayed at the
top of the page.
•The pages are usually contained in a binder, from which past days' pages are
removed so that the current date is always the first.
•New pages are inserted at the end, usually for at least a month ahead.
•The range of dates covered in the diary is determined by the maximum period for
which reservations in advance are received.
•Each reservation is entered in the diary when it is made, on the page devoted to the
date of arrival.
Above is an example of a page from a bookings diary, some hotels may not have so
much information recorded as they rely on the reservation form for the detail of each
booking.
The Bookings Control Chart
The bookings or reservation control chart is a visual record, where the receptionist can
see at a glance the overall booking position of the hotel.
If Mr Smith and Mrs Smith were staying in Room 101 from 1st to 8th April, their name
would be pencilled in across the relevant dates with arrows showing arrival and
departure day. Entries are made in pencil to allow for alterations to be made in the
case of cancellations or a change of rooms.
Before this system can be adopted, all rooms have to be categorised into several main
types which are then grouped together on the chart, for example:
The above extract of the density chart shows part of the section for twin rooms with
bath for the first ten days of April 20XX. There are 22 of this room type and it can be
seen that on Thursday 6th there are 18 of these rooms vacant, more rooms are
occupied over the weekend and on Monday 10th there are again 18 twin rooms with
bath unoccupied. So at a glance, the receptionist can see how many rooms of a
particular type are available for letting. Each time a reservation is taken for another
room, a pencil dash is placed in the next available space at the bottom of a column.
The density chart works well in those hotels where all rooms of a particular type have
similar facilities and similar letting terms. As rooms are not allocated when booking, it
overcomes the problem of late departures and early arrivals trying to occupy the same
room at the same time! If a room is still occupied or being cleaned, then an early
arrival will be allocated whichever room is available.
Hotels using this type of chart, which is purely a record of numbers of rooms occupied
at a given time, have a greater reliance on their bookings diary to show all information
about their guests.
The advantage of using the Whitney system is that it cuts down on the paperwork of
other manual systems for it uses Whitney cards placed in a metal holder which are
then fitted into a metal wall rack.
The cards are similar to the following - although hotels can design their own cards as
long as the size remains the same as that required for the rack:
Name
Remarks:
Colour coding can be introduced to suit the individual hotel and its clientele, and this
can be very useful for identifying different types of room, guest or tariff.
The wall rack consists of vertical columns arranged in date order which can be
extended to incorporate dates for all future reservations. The card is placed in its date
of arrival column and in alphabetical order of guest name arriving on that date. Cards
can be easily moved around, removed or inserted thereby being totally adaptable for
the ever-changing reservations process.
312 02 G JC 6003
The reservation department may choose to turn down a reservation request in the
following cases:
• The hotel is fully booked
• The guest is blacklisted (i.e. the hotel doesn’t want to accommodate the guest
for various reasons)
When denying specific requests, the agent should always be polite and helpful and do
the following:
• If the requested type of room is not available, apologize and explain to the guest
that this particular room is not available. Try to offer alternative accommodation
or dates at the hotel, and if this is unacceptable for the client try to offer
accommodation in sister hotel if applicable.
• If the hotels is fully booked appologise and explain that the hotel is fully booked.
Offer alternative dates or accommodation at the hotel, or in other hotel of the
group if applicable.
Amending Reservation:
When guests with confirmed reservation change their travel plans they convey the
same to the hotel. This change in the type of reservation (guaranteed, non-
guaranteed), date of arrival, duration of stay, type of room etc. is termed as
amendment. The reservation agent should note the caller’s name and telephone
number to avoid any confusion or problem that may arise at the time of arrival of the
guest.
Cancellation of Reservation:
The cancellation of a reservation occurs when a guest with a confirmed reservation
informs the hotel about her intention to cancel the reservation. As cancellation might
lead to the loss of revenue, hotels discourage cancellations by imposing retention
charges. In case of guaranteed reservation if the cancellation is not made before a
stipulated date and time the hotel may charge retention, which may be equal to the
rent of one night or more.
Reservation by Telephone
Discussion: For a front desk agent making proper reservation is the most important
job. Generally most of the reservation has been done by phone. Here you will learn
exactly what steps a front desk agent needs to follow to make a reservation in phone.
Step-2: Greet the guest properly. (Read this tutorial:h ) “Good Morning, Front Desk.
This is XXX hotel. How may I assist you?”
Step-3: In this stage be sure about the name and when guest wants to check in and
check out. Try to understand this conversation:
Guest: “I want to make a reservation”
Agent: Ok sir. May I have your name or How should I address you?
Step-4: After confirming about guest proceed to the next level. In this case, first look
for room inventory. You may either find any vacant room or no room for sale. Now,
follow these steps in those cases.
Now if guest want his reservation to be put on waiting list then take full details about
the guest and give him a reservation number.
Agent: Mr. Temple, currently we have deluxe room, suit and studio room to
accommodate your family.
(If you have different types of rooms vacant then give some options to guest.)
Step-5: Try to highlight different features of each type of rooms and their price. If
there any is any discounted offer, offer it. Be ready all the time for up selling.
Agent: OK sir. It is for US$ XXX inclusive of taxes. For transportation facility please
provide us with the flight details, prior to your date of arrival our concierge will contact
you and reconfirm all the arrangements.
Step-10: Now you will approach to close down the selling. Repeat all required
information to be sure that you have made proper reservation.
Agent: So, Mr. Temple now I am going to repeat your reservation details. You like to be
checking in on XXX and your checking out date is XXX. You preferred non-smoking,
twin bedded supreme room for you and your family. Room rent is XXX US$ per night
which included complimentary buffet breakfast. You also pay in advanced for
transportation service. Your confirmation number is XXX”
Step-11: Thanks the guest for his calling and finish the conversation.
Agent: Thanks you Mr. Temple for choosing XXX hotel. We look forward to see you on
XXX. Have a nice day.