Fos Provide Accommodation Reception Services
Fos Provide Accommodation Reception Services
SERVICES NC II
MODULE: Provide
Accommodation Reception
Services
Introductory Message
For the facilitator:
This learning resource hopes to engage the learners into guided and
independent learning activities at their own pace and time. Furthermore,
this also aims to help learners acquire the needed 21st century skills while
taking into consideration their needs and circumstances.
In addition to the material in the main text, you will also see this box in the
body of the module:
As a facilitator, you are expected to orient the learners on how to use this
module. You also need to keep track of the learners' progress while allowing
them to manage their own learning. Furthermore, you are expected to
encourage and assist the learners as they do the tasks included in the
module.
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This module was designed to provide you with fun and meaningful
opportunities for guided and independent learning at your own pace and
time. You will be enabled to process the contents of the learning resource
while being an active learner.
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Additional Activities In this portion, another activity will be
given to you to enrich your knowledge or
skill of the lesson learned.
Answer Key This contains answers to all activities in
the module.
1. Use the module with care. Do not put unnecessary mark/s on any
part of the module. Use a separate sheet of paper in answering the
exercises.
2. Don’t forget to answer What I Know before moving on to the other
activities included in the module.
3. Read the instruction carefully before doing each task.
4. Observe honesty and integrity in doing the tasks and checking your
answers.
5. Finish the task at hand before proceeding to the next.
6. Return this module to your teacher/facilitator once you are through
with it.
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What I Need to Know
This module was designed and written with you in mind. It is here to help
you master the nature of Accommodation Reception Services (PR) . The
scope of this module permits it to be used in many different learning
situations. The language used recognizes the diverse vocabulary level of
students. The lessons are arranged to follow the standard sequence of the
course. But the order in which you read them can be changed to correspond
with the textbook you are now using.
What I Know
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5. Guest feedback summary E. guest are received and welcomed
Provide Accomodation
Lesson
Reception Services (PR)
What’s In
The front office of a hotel is where guests first use the services of the venue.
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Coordinate with housekeeping department for cleaning of
rooms.
• Communications – where all phone calls come in. Calls are then
transferred to guests or other departments.
• Concierge – where guests can go if they have questions or want to
make bookings for tours. Porters belong to this area and handle guest
luggage, mail and messages, and car parking (valet parking). In large
5-star hotels there may also be doormen.
Jargon Meaning
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Early departure The guest leaves before their booked
departure date
ETA Estimated Time of Arrival
Extension Guest stays in the room longer than the
time booked
ETD Estimated Time of Departure
Extras Extra items that the guest may have to
pay for, such as mini bar items
FOC Free of charge
FIT Free Independent Traveller – someone
not booked through an agent or with a
group, charged at full rack rate
Folio A guest account or bill
Guaranteed booking Full payment has been made so even if
the guest does not arrive, the room is
held overnight
Handover Staff from the shift just ending pass on
any important information to the staff
on the next shift
Inclusions Things that are included in the bill,
such as room and breakfast or use of
gym
Interconnecting rooms Rooms side by side with a connecting
door between them
No show A person who has made a booking but
does not arrive and does not contact the
hotel to let them know
Occupancy How full the hotel is – this is usually
given as a percentage (%)
OOO Out of order – something does not work
Overbooked The hotel has accepted more bookings
than rooms available
Posting Entering charges onto a guest’s account
Rack rate Highest advertised rate, without any
discounts
Reservation Booking for a room
Skip Someone who leaves the hotel without
paying their bill. This can also be
known as a ‘walk-out’
Stay over The guest is not expected to check out
today and will stay in the hotel tonight
Trace Special guest requests or comments
that the hotel needs to act on
VIP Very important person
Walk-in People who don’t have a reservation, but
arrive at the hotel wanting a room for
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that night
Direction : In a sheet of paper identify and list the words that best describe a
person who would be a good receptionist.
What is It
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• arrival and departure times
• flight times
• staff rosters
• hire car bookings
• delivery times
The 24 hour clock starts counting from midnight. It means you don’t get confused
about am (morning) and pm (afternoon and evening).
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Starts @ Starts @ Starts @ Starts @
07.00hrs 15.00hrs 23.00hrs 11.00hrs
Table text
At the start of a new shift a checklist comes in handy, these are the task in
the checklist:
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computer is an electronic device for storing and processing data,
typically in binary form, according to instructions given to it in a
variable program.
printer is a machine for printing text or pictures onto paper, especially
one linked to a computer
fax machine is a machine for transmitting and receiving faxes.
photocopier is a machine for making photocopies.
key card programmer
cash register is a machine used in places of business for regulating
money transactions with customers. It typically has a compartmental
drawer for cash, and it totals, displays, and records the amount of
each sale.
EFTPOS machine-It stands for Electronic Funds Transfer at Point Of
Sale. EFTPOS is used as a method of payment for goods and services.
An EFTPOS terminal (also referred to as an EFTPOS machine) is an
electronic device that assists in the transfer of funds from a customers
bank account to a merchant (business) bank account.
telephone is the electrical system of communication that you use to
talk directly to someone else in a different place. You use the
telephone by dialling a number on a piece of equipment and speaking
into it.
Sample equiptment
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Guest Registration Procedures
9. Make the information slips and send them to telephones, room service
and housekeeping.
12. Lastly inform the bellboys to carry the luggage and escort the guest to
the room and wish the guest a comfortable stay in the hotel.
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Another Procedure in Complete registration
• Check availability
• Check in takes priority over extensions
• Regular guests
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• re-room the guest
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Handling Guest Complaints
H-E-A-T-F L-A-S-T
Hear the complaints of the guest Listen to guest's complain
Emphatize with the guest Apologize immediately to the guest
Apologize to the guest Sympathize with the guest
Take action and be responsible for Thank the guest for raising up the
the complain complain
Follow up
Additional Hints:
1. Approach and greet the guest with eye contact and introduce yourself in a
caring and concerned manner.
2. Listen acrefully to the guest's explanation. Do not interrupt the guest.
3. Apologize immediately to the guest.
4. Confirm with the guest if your proposed action is acceptable.
5. Never offer excuses or blame another person or team.
6. Check with guest whether he/she was satisfied with the way the
complaint was handled.
7. Thank the guest for raising up the complaint. It allowed you the
opportunity to correct the situation.
How will reception ensure that the guest's experience starts off
satisfactorily.
The staff of the hotel can achieve this by displaying good personal
skills, good verbal and non verbal communications and ensuring that a
welcoming smile is always part of the service.
• Prompt Attention - even if you are busy, you must recognize when
the guest is trying to get your attention. You have to tactfully advice
him that you will be attending them as soon as possible.
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• Streamlined procedures – we cannot have a rule or procedure that
applies to every guest. Common sense must prevail and every staff
should be flexible in his approach.If a guest is standing in front of the
desk while the clerk cannor find his registration and you find a room
that does not expect to be sold-out, go ahead and room him. Research
the matter later, but make sure you handle the guest as quickly and
efficiently as possible.
Departure Activities:
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Guest call the front office informing the desk clerk of his intetntion to
check- out.
• Bellman has been informed of the guest's check -out.
• Bellman goes to the guestroom to assist guest with his luggage.
• As the guest approaches the front desk, clerk greets the guest.
• Determine guest name and verify that the name corresponds to room
number.
• Secure registration card (and guest folio) from the"pit".
• Recover key(s) from the guest.
• The desk clerk calls the restaurant for meal chits and housekeeping to
check the room for mini- bar consumptions, if there are any, proper
charges are immediately relayed to the front office for posting.
• Determine whether or not the guest had a pleasant stay.
• If the guest did not have a pleasant stay, apologize for any minor
complaints and log them immediately or call a manager make
necessary adjustments.
• Total the folio and present it to the guest with a pen for verification
and signature.
• If guest disputes charges, make a deduction if authorized or else call a
manager to investigate further.
• After the receipt of the approved folio, make sure that it has been
signed.
• Determine settlement method.
• Settle the account using the correct procedures and close the folio.
• Present completed folio and possible vouchers folded ( or envelope) to
the guest for their personal life.
• Issue departure/ clearance slip.
• Assist guest cleaning safety box if availed of.
• Determine and note any further reservation. Offer assistance if guests
wants to make reservation in the future.
• Thank the guest for staying in the property.
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• Bellman accompanies guest to car. After the pieces of luggage have
been accounted for, bellman bids the guest goodbye.
Variety of payment options:
1. Credit cards
2. EFTPOS
3. Cash
4. Foreign currency
5. Traveler's cheques/travel cards
6. Personal cheques
7. Direct charging or billing
http://www.visa-asia.com/ap/au/index.shtml
http://www.americanexpress.com
Types of reports
Report What is in the report?
Arrivals List and Departures List Lists who is arriving and departing
on a single day. Needs to be updated
every time a change occurs e.g.
cancellations, new reservations,
walk-ins or early departures.
Room status report Lists the status of every guest room
for the day e.g. Vacant Inspected,
Vacant Dirty, Due Out or Out Of
Order.
Updated constantly along with the
Arrivals and Departures Lists, and if
room changes or upgrades are made.
Special requests report List of special requests made by
booking and arriving guests.
Occupancy reports Shows how full the property is as a
percentage e.g. 53%, 78% or even
100% full. Compiled daily and used
to create weekly and monthly
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reports.
Room maintenance records Shows which rooms need
maintenance, when a maintenance
request is made and when the
maintenance has been completed.
Updated daily.
Guest feedback summary A summary of feedback (including
complaints) received from guests.
Compiled from the feedback form
issued to all guests.
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Escorting Guest to his Room Carrying his Luggage, Explaining Room
Facilities
(Bellboy)
Updating Room Status;Preparing Guest Folio
(Desk Clerk)
Attending to all service Request of Guests, extending various Forms of
Assistance like wake up calls, Delivery of messages, Etc.
(Desk Clerk)
Updating Guest’s Accounts, Preparing Billing Statement;Settlement of
Balance
(Cashier)
Assisting Guest for Check Out
(Bellboy and Housekeeping Staff)
Settling Bills, Giving Clearance for Check out
(Cashier)
Bidding Goodbye;Thanking the Guest for Patronage
(All Staff)
An employee performance review forms usually start off with the details
of the employee. After that, various aspects of the performance of the
employee are all listed out and analyzed to decide where he stands in the
company. The details include performance, dependability, productivity,
employee’s work ethics, communication skills, attendance and things such
as that.
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7.Productivity
8.Punctuality
9.Attendance
10.Dependability
11.Technical Skills
12.Customer
satisfaction based
on providing
exceptional skills
13. Can work with
group
What’s More
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What I Have Learned
What I Can Do
Directions: Answer the question below. Be guided of the given Rubric. Write your
answer in your answer sheet.
Areas of
Assessment A B C D
Presents ideas Presents ideas
in an original in a consistent Ideas are too Ideas are
Ideas manner manner general vague or
5 points 4 points unclear
3 points 1 point
Organization Strong and Organized Some No
organized beg/mid/end organization; organization;
beg/mid/end attempt at a lack
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10 points 7 points beg/mid/end beg/mid/end
4 points 1 point
Understanding Writing shows Writing shows Writing shows Writing shows
strong a clear adequate little
understanding understanding understanding understanding
10 points 7 points 4 points 1 point
Mechanics Few (if any) Few errors Several errors Numerous
errors errors
5 points 4 points 3 points 1 point
TOTAL POINTS: 30
Assessment
Multiple Choice : Read the each question carefully and choose the best
answer using your quiz notebook.
2. All are procedures in the guest registration except: A. Check if the guest is
holding a reservation
B. Offer a warm welcome
C. Fill the arrival register
D. Move the guest
3. It is a principle of good service that implies not leaving the guest
unattended.
A. extended services C. attitude
B. streamlined procedure D. prompt attention
4. A sequence in the Front Office service wherein they are responsible in the
updating of room status and preparing guest folio's
A. Bellboy C. desk clerk
B. cashier D. reservation clerk
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B. handover D. performance evaluation
6 . It is where the guest registers arrival and departure of guestis being done
and guest are received and welcomed.
A. reservation C. reception
B. concierge D. booking
8. It happens when staff from the finishing shift tell staff on the next shift
what happens and what request are made during the shift.
A. reception C. booking
B. handover D. shift
11. It is a report that list the status of every guest room for the day.
A. occupancy report C. room status report
B. special request report D. arrival list
12. In the sequence of front office service they assist guest for check out.
A. cashier C. doorman or bellboy
B. bellboy and housekeeping D. desk clerk
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15. It means things included in the bill, such as room and breakfast or use
of gym.
A. reservation process C. advance reporting
B. management technology D. booking system
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Answer
Key
.D 20. C
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.A 19.9A
.B 18.8B
.A 17.7D
.C 16.6B
.D 15.5A
. D .14
C 4
.D 13.3C
.D 12.2B
.B 11. 1C
ASSESSMENT
answers
- may vary
WHAT I CAN DO
will be graded
- according to Rubric
WHAT’S MORE
.B 5
. D4
. A3
. C2
. E1
WHAT I KNOW
References
Books:
Non-books:
https://www.angliss.edu.au/siteassets/pdf-files/industry-training/
learnerworkbooks/sithacs204_reception_lw.pdf
https://s3-ap-southeast-1.amazonaws.com/asean-
asia/documents/toolboxes/Provide%20accommodation%20reception
%20services/ TM_Provide_accomm_reception_services_refined.pdf
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