REGISTRATION PROCEDURES OF FRONT OFFICE IN HOTEL

REGISTRATION
PROCEDURES
www.indianchefrecipe.com

Registration
• Registration is the process of gathering information from
the guest that is mandatory as per the laws prevailing in
the country. According to the Foreigner’s Act, 1946 and
the Registration of Foreigners’ Rules, 1992, the innkeeper
should keep the records of the guests staying in his
premises as per Form F
• Registration is the formalization of a valid contract
between the guest and the hotel, in which the hotel offers
safe and secure boarding and lodging facilities to the
guest and the guest accepts to pay for the services and
facilities received

XYZ HOTEL
GUEST REGISTRATION CARD
Surname : Mr.Kiran First Name : Solanki D.O.B : 11/5/81
Company : Altantis Passport No :
Designation : Manager Date of issue :
Nationality: Indian Place of issue:
Permanent Address: Date of Arrival in India
Date of Arrival : 11/11/14 ETA
:
Proposed duration of stay
Arriving from : Goa whether employed in india:
yes /no
Proceeding to : mumbai Registration certificate no :
Date of Departure :20/11/14
ETA:
Date of issue :
Credit card : 123456789 place of issue :www.indianchefrecipe.com

XYZ HOTEL
GUEST REGISTRATION CARD
• OFFICE USE ONLY
• Nationality code :______ payment code :____
Resv no:___
Room no No of
persons
Room
Rate
Billing
Inst
Booked
by
Initials of
FOA
130 Adult
01
Child 6000 ++ Credit card Walkin

IMPORTANCE OF REG.
• a) Guest name and surname
• b) Guest address and telephone number
• c) Company affiliation (if applicable)
• d) Expected arrival date
• e) Planned departure date or length of stay
• f) Required room rate
• g) Required room type
• h) Room number
• i) Method of payment
• j) Special requests
• k) Signature

Registration Records
• The registration activity is carried out at the front desk. The first step
in the guest registration process begins with acquiring basic
information about the guest, like name, address, purpose of visit,
duration of stay, special requests, affiliation, designation, etc. The
information gathered during the process of registration is stored as
the registration record, which is based on Form F of the Registration
of Foreigners’ Rule, 1992. Hotels have different ways of posting and
storing registration records.
• Depending upon the requirements of a hotel, the registration records
may be maintained in:
– Hard-bound register
– Loose-leaf register
– Guest registration card.

Hard-bound Register
• Hard-bound registers are normally used by small hotels. In such a register,
all the pages are bound into a thick book and it can be used for a long time. The
major advantages of using hard-bound registers are:
– All the records for the duration are available in a single book.
– Wastage of paper is minimal.
– No filing is required.
• There are certain disadvantages associated with the use of hard-bound registers
for registration records. Some of the major disadvantages are:
– If the book is misplaced, all the records for that entire duration are lost.
– Only one guest can register at a time.
– During peak hours of guest arrival, guests will have to form a queue and wait for
their turn for registration.
– Privacy of guests cannot be maintained.
– Pre-registration is not possible.
– Registration of groups/crews will take more time.
– As it is very bulky and is used for a long duration of time, the register might look
shabby at the counter.

Hard-bound Register
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a
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a
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indi
a
c/I
in
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Pur
pose
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c/o Sign
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1 smit
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25/1
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no 5675 6
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2/14

Loose-leaf Register
• A loose-leaf register contains the same data as a hard-bound register, with
the difference that the pages are not bound. One new page is used everyday.
The following are the major advantages of using a loose-leaf register:
– The privacy of the guest can be maintained to some extent.
– If a sheet is lost, only one day’s records are lost.
– It’s convenient to hand over to guests to fi ll their details.
• The major disadvantages associated with the use of a loose-leaf register
are:
– The pages may be lost easily.
– The space in the sheet goes waste if there is not enough number of
guests on a particular day.
– Only one guest can register at a time.
– Pre-registration is not possible.
– The sheets have to be filed.

Loose-leaf Register
s.no Nam
eof
gues
t
addr
ess
pax nati
onal
ity
pp.n
o
Arri
val
in
indi
a
Emp
loye
d in
indi
a
Reg
deta
ils
Stay
in
indi
a
c/I
in
hote
l
Pur
pose
of
visit
c/o Sign
of
gues
t
1 smit
ha
usa 2 usa 1567
89
25/1
1/14
no 5675 6
wee
ks
30/1
1/14
busi 25/1
2/14

Guest Registration Card
• To overcome problems of hard-bound and loose-leaf registers, most hotels
use individual guest registration cards (GRC) for registration records.
GRCs may be used in duplicate or triplicate as per the policy of the hotel.
They are given to the guest at the time of arrival to complete the
registration formality. The following advantages are associated with the use
of individual GRCs:
– The efficiency of the front desk can be increased as many guests can
register themselves at the same time using different cards.
– As each guest fills a separate card, the privacy of guests can be
maintained.
– It is possible to pre-register guests.
• The major disadvantages of using individual GRCs for registration activity
are as follows.
– They are quite expensive.
– If not stored properly, they can be lost or misplaced.

Registration Process
• The registration process involves many stages. The different stages of the
registration process are:
– Identification of Guest: Identifying the status of a guest—guest with
confirmed reservation or walk-in guest—and to process registration
accordingly.
– Formation of Registration Records: Guests fill the registration form
or verify the pre-filled GRC, and sign to approve and formalize the
registration record.
– Room and Rate Assignment: A room is assigned to the guest and the
rate is fixed after deducting any discount.
– Establishment of Mode of Settlement of Bills: Cash / Credit /TAV /
TC / DD
– Completion of Check-in Procedure: All the necessary formalities are
completed.
– Rook Keys are Issued

Registration Process
Identification of guest
Identifying the status of guest-guest with confirmed resv.or walkin guest
and to process registration accordingly
Formation of Registration Records
guest fill the registration form or verify the pre-filled GRC nd sign to approve
and formalize the registrration record
Room And Rate Assignment
A room is assigned to the guest and the rate is fixed after deducting any
discount
Establishing of mode of settlement of bills
Cash/credit card/TAV/BTC
Completion of check-in procedure
All the necessary formalities are completed

ROOMING THE GUEST
• Rooming is aprocees of intallation of guest and his luggage in
the assigned and allocated room
• It is done by bellboys
• Escort to the room : bell boy escort to the room with luggage
and explain room and hand over key and wish the guest and
step outs from
• Receptionist enter name and room number and handover the
key card to the guest
• Key card will have the information about hotel like :
• 1.It is used as welcome card
• 2.it gives information about guest stay
• 3.it confirms the guest signature
• It acts as security card
• .

ROOMING THE GUEST
• KEY CARD
Guest Name :
Room no :
Arrival Date & Time :
Departure Date :
Signature of the guest :

Pre-registration
• Pre-registration activities includes:
– Preparation of arrival and departure list
– Amenity vouchers are prepared for arriving guest and sent to concerned
department
– Pre-filling of guest registration card base on the information gathered from
reservation form and guest history card
– Staffing at front desk to cater the need of rush at peak arrival and departure
time
– Arrangement for welcoming guest (Aarti, Tilak and Garlanding)
– Arrangement for welcome drink for the group and VIP
– Arranging all required arrangements for the guest
– Room and rate assignment and the creation of guest folios in case advance
payment has been received by the hotel.

POST REGISTRATION
• 1.Sign the GRC
• 2.Make the Arrival Notification Slip(ANS) and update room rack
and information rack
• 3.Dispatch Notification slip to the following department
• a)Telephone B)Room service C) Housekeeping
• 4.Get the telephone connection released
• 5.Put a tick mark against the guest name on the movement list and
write down the room number of the assigned room against the name
of the guest
• 6.make an entry in the ARRIVAL-Departure Register
• 7.open the bill folio and note down the billing instruction on it
• 8.update room position
• 9.Make C form in case of foreignerswww.indianchefrecipe.com

BLOCKING ROOMS

AMENITIES VOUCHER
• Hotel WESTIN
• HYDERABAD
•
• From front office
Date……………
• To: Room service/House keeping/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…………………………………
•
•

ARRIVAL NOTOFICATION SLIP
• Department : H/k,F&B oulets
Reception
• This is to inform that following guest has
checked in to the hotel
• Name of the guest : Mr.Surender Room no
: 706
• Date of Arrical: 29/05/14 Rime :9.30am

D.N.S
• Department : H/k,F&B oulets Cashier
• This is to inform that following guest is
departing from the hotel, kindly rush the credit
charges to the front desk
• Name of the guest : Mr.Surender Room no
: 706
• Date of Departure: 29/05/14 Time
:9.30am

WELCOME LETTER

REPORTS -GENERATED
• Hotel position
• movement sheet( Arrival list and Departure
List)
• Group Arrivals Report
• VIP/SPATT List
• Turn aqay report
• Revenue forecast report

Hotel Position

GUEST ARRIVAL LIST

DEPARTURE LIST

group arrival Report
• Group Status Report:
• A list of groups to arrive/depart in the week or
month, along with information like the group
size, whether a guaranteed or non guaranteed
booking, etc.

group arrival Report

VIP/SPATT List
• Special Arrivals List:
• A list of special guests or VIPs arriving. This
should contain their special
• request and additional information about the
preferences of the guest

VIP/SPATT List
N
o
Resv Name Compan
y
Design
ation
room
type
Room
no
Arriva
l date
Depa
rture
Date
Status
1 1452 Mr.Bill HSBC CEO JR.Sut 405 02/02/2
017
05/02
/2017
VIP
2 1430 Ms.Carol SBI MD Suit 702 02/02/1
7
06/02
/17
VIP
3 1466 Mr.paul Bank of
America
VP suit 703 02/02/1
7
04/02
/17
VIP
4 1467 Ms.Ram
a
Save
children
Manag
er
Dlx 102 02/02/1
7
12/02
/17
need
wheel
chair

Turn away report
• Turn Away Report:
• A report on number of reservation requests
denied and if possible, some information about
the one asking for reservation.

Revenue forecast report
Revenue Forecast Report:
• A report on the projected revenue from the
future room sales along with or regular upto
• date report.

Forecast

Procedure for black list guest
• Drunken Guest
• Payment Due
• Fussy guest

GUEST HISTORY CARD
S.NO C/I ROOM
NO
RATE C/O AMT SP.INST REMAR
KS
1 26/11/200
9
509 3450 30/11/09 25000 ROOM
FACING
POOL
NON
SMOOKI
NG
ZONE
2 21/12/09 610 6420 29/12/09 31000 UPSET
WITH
ROOM
3 15/01/10 509 3450 02/02/10 65000 HAPPY
STAY
Name Of The Guest : Mr.Solman Company : Citi bank
Designation : AVP Address : Hitec city
Credit : Allowed Date Of Birth: 03/11/1981_____
Marriage Anniversary :23/11/2009

Importance of GHC
• Guest history records:
•  Collection guest details
• Helping knows guest likes and dislikes
• Guest Character
• guest details helping for sales and marketing
• sending cakes for regular guest on new year
party,chritsmas

Q&A Short
• What is Reg.card
• What is hard bound
• what is loose leaf
• What is blocking of room
• what is AND &DNS
• what is GHC
• what is black list in front office

Long Q& A
• Define term Registration and expalin
importance of registration
• what are the registration record and explain in
detail
• explain in detail registration process and
rooming of guest
• list out repots generatedin front office
• Define ter GHC and explain the importance of
GHC

REGISTRATION PROCEDURES OF FRONT OFFICE IN HOTEL

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REGISTRATION PROCEDURES OF FRONT OFFICE IN HOTEL