Registrationprocedures1 170627140422

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 Date of issue :

ETA:
Credit card : 123456789 place of issue :
XYZ HOTEL
GUEST REGISTRATION CARD
• OFFICE USE ONLY
• Nationality code :______ payment code :____
Resv no:___
Room no No of Room Billing Booked Initials of
persons Rate Inst by FOA
130 Adult Child 6000 ++ Credit Walkin

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

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

ha 89 1/14 wee 1/14 2/14
ks
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 foreigners
BLOCKING ROOMS
ARRIVAL NOTIFICATION 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
• Authorized signature
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
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 Resv Name Compan Design room Room Arriva Depa Status
o y ation type no l date rture
Date
1 1452 Mr.Bill HSBC CEO JR.Sut 405 02/02/2 05/02 VIP
017 /2017
2 1430 Ms.Carol SBI MD Suit 702 02/02/1 06/02 VIP
7 /17
3 1466 Mr.paul Bank of VP suit 703 02/02/1 04/02 VIP
America 7 /17
4 1467 Ms.Ram Save Manag Dlx 102 02/02/1 12/02 need
a children er 7 /17 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
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
S.NO C/I ROOM RATE C/O AMT SP.INST REMAR

NO KS
1 26/11/200 509 3450 30/11/09 25000 ROOM NON
9 FACING SMOOKI
POOL 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
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

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REGISTRATION

• Registration is the formalization of a valid contract between

Company : Altantis Passport No :

Designation : Manager Date of issue :

Nationality: Indian Place of issue:

Date of Departure :20/11/14 Date of issue :

130 Adult Child 6000 ++ Credit Walkin

1 smit usa 2 usa 1567 25/1 no 5675 6 30/1 busi 25/1

1 smit usa 2 usa 1567 25/1 no 5675 6 30/1 busi 25/1

Formation of Registration Records

Room And Rate Assignment

Establishing of mode of settlement of bills

Completion of check-in procedure

• This is to inform that following guest is

S.NO C/I ROOM RATE C/O AMT SP.INST REMAR

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