Registration | Importance | Process

Registration | Importance | Process

Registration can be defined as the process of assigning rooms to the guests at the time of their arrival. Registration is done by filling details about guest in  registration form. Registration is done in advance in case of group arrival and VIP , crews which is known as pre - registration. Guest registration form is used to fill all the details about the guest as It is by law that all guest above 16 years of age should be registered. 


1. It is legal proof to guest of his presence in hotel

2. It helps the country government official to track movement of guest within country

3. It helps to contact guest after Departure in case of skippers, lost and found,change of guest luggage

4. It helps to inform guest relative in case of sickness, Accident and death

5. It is done to follow government rule

6. It helps to make guest history card

7. It helps to know the business , visitor and segment of market that are attracted towards our property.

8. It ensures highest occupancy level


The Registration process involves several steps :

1. Pre - Registration Activities

2.  Creating the Registration card

3. Assigning of room and rates

4. Establishing the modes of payment

5. Issuing room key

6. Escorting guest to the room

7. Fulfilling special request 

Pre - Registration is normally done for group guest , VIP , disable guest . The Registration form is already filled by front office based on reservation information. It is not applicable for walk- in guests. The guest who have been pre - registered only needs to verify and sign registration card 

Creating the Registration card means gathering all information about guest at their arrival. For the guest with reservation, receptionist needs to verify information.

The guest is assigned room after creating of registration card. Assigning of room and rate depends upon choice guest make for Room and types of policy , package run by hotel. Receptionist should know position of all room in hotels, their features and position

Now the method of payment is determined, it is very crucial because hotels differ on each other on policy . If the method of guest is not made clear ahead it will create guest confusion while settling his account during check out. Various modes of payment are:- cash, credit card, debit card, company account, travellers cheque .

After establishing method of payment ,now guest is issued a key. Receptionist needs to be careful so the room number is never spoken loud , it is written on key cover with pencil.

After key is issued to the guest, guest along with Baggage is escorted to his room by bell boy. Bellboy opens the room, turn electrical appliances and let guest enter the room first. He puts baggage on luggage rack. Turns curtain and explain the feature and benifit of the room.

Any special guest request are fulfilled. These request are essential for his comfort during his stay but we should make sure no one is above hotel policies and rules so request should be tactfully handled.

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