As part of the transition process, I am pleased to provide you with the

handover documents for each department within our hotel. These

documents aim to facilitate a smooth transition and ensure continuity
in operations. Please review the information carefully, and feel free to
reach out to me for any further assistance or clarification.

Front Desk/Reception and Concierge/Guest Services:

1. Profiles and documents of all FO staffs. Record with HR

2. Overview of daily procedures, including check-in/check-out
processes, reservations management, and guest services. Record
With Front Office
3. Key contacts for reservation systems, software platforms, and
maintenance issues. Record with front office
4. Current staffing roster and responsibilities. Record with front
office
5. Services provided to guests, including transportation
arrangements, tour bookings, and restaurant reservations.
Record with front office
6. Concierge desk procedures and standards. Record with front
office
7. Information on local attractions and events. Record with front
office and sales.
8. Front office Equipment like computer desk system, printer,
scanner, bellboy trolly, telephone set etc., Record with front
office.
9. Training record of staffs. Records with front office
 10. Guests’ comments cards record. With AFOM
11. House Bank Rs. 40000/ with front office.
12. Rooms types. Record with front office and housekeeping.

Housekeeping and Laundry:

1. Profiles and documents of all FO staffs. Record with HR
2. Current staffing roster and responsibilities. Record with AEHK.
3. Cleaning schedules and protocols for guest rooms, public areas,
and laundry facilities. Record with AEHK
4. Training record of staffs. With AEHK
5. Par stock of guest supplies, cleaning supplies, linen, and
uniforms, inventories Records with Accounts and General Store
for linen, uniform, and fixed assets.
6. Procedures for responding to guest requests and resolving
maintenance and services issues record. Record with AEHK
7. Training materials for housekeeping staff. Record with AEHK.
8. Equipment likes, numbers vacuum machines, laundry machine,
dryers, floor and laundry trolleys, washing liquid and powder,
etc.
9. preventive maintenance schedule of rooms and public areas
with the maintenance department. Record with AEHK and
Engineering.
10. Rooms types. Record with front office and housekeeping.

Food and Beverage (F&B) and Chef:

1. Profiles and documents of all FO staffs. Record with HR
2. Training record of staffs. AF&B and Chef
 3. Menu offerings, pricing, and special promotions, Record with
AF&B
4. Standard operating procedures for kitchen operations, including
food safety protocols. Records with Chef and AF&B
5. Employee medicals compliance with health and safety
regulations Records. Records with HR.
6. Check list for proper storage and temperature of food items.
Record with Chef
7. Inventory management for food and beverage supplies. Record
with AF&B and Chef
Engineering:

1. Profiles and documents of all FO staffs. Record with HR

2. Training record of staffs. With ACE
3. Preventive Maintenance schedules for HVAC, plumbing,
electrical, laundry machines and other systems. Record with ACE
4. Procedures for responding to guest requests and resolving
maintenance issues. Record with ACE
5. Check list for proper storage and temperature equipment’s.
6. Contact information for external contractors and service
providers. Record with ACE
7. GENSET and electricity expenditure record. With Accounts and
ACE
Sales and Marketing:

Overview of current marketing initiatives and promotional campaigns.

Sales targets and performance metrics.
Contacts for advertising agencies, media partners, and online booking
platforms.
Finance and Accounting:

Budget reports and financial statements.

Accounts payable and receivable procedures.
Payroll processing and employee benefits administration.
Human Resources (HR):

Employee handbook and policies.

Recruitment and onboarding procedures.
Training and development initiatives.
Security:

Security protocols for the protection of guests and hotel assets.

Emergency response procedures.
Access control measures for staff and visitors.

IT/Technology:

Overview of hotel technology infrastructure, including property

management systems (PMS) and point-of-sale (POS) systems.
Procedures for troubleshooting IT issues and maintaining system
security.
Contact information for IT support providers.
Please ensure that you familiarize yourself with the contents of these
handover documents to effectively manage each department. I am
confident that with your leadership and expertise, our hotel will
continue to thrive.

Thank you for your attention to this matter, and I wish you all the best
in your new role.

Warm regards,