PERFORMING

MENSURATION AND
CALCULATIONS
 FRONT OFFICE SERVICE
REPORTS
The front office requires that the various types of
reports be written well and organized as much as
possible. Staff members need to make sure that once
the guests data have been gathered, they have to be
converted into individual guest folios, the term
which refers to the csh and credit transactions made
by the guests of a hotel.
 TYPES OF FRONT OFFICE
REPORTS
1. Expected Arrivals and Departure list- this is a
report showing the list of guests who are
anticipated to arrive or to depart on a particular
day.
2. Group status report- this is a list of groups
expected to arrive and to depart during the week or
month. This report shows the size of the group,
among others.
3. Revenue Forecast Report- this is a report that
shows the projected room revenues or future room
sales.

4. Room Availability Report- this is a list prepared

daily or weekly- that shows the number of rooms that
are still available for occupancy. This list should
automatically reflect the rooms that have already
been sold.
4. Room Availability Report- this is a list prepared daily
or weekly- that shows the number of rooms that are still
available for occupancy. This list should automatically
reflect the rooms that have already been sold.

5. Special Arrivals list- this is a list of the names of

special guests who are arriving. This should also contain
their special requests or preferences.
5. Special Arrivals list- this is a list of the names of special guests who are arriving. This should
also contain their special requests or preferences.
 STEPS IN FORMULATING
REPORTS
As the front office of an establishment is
perhaps the most important area of
organization, employees must be ready to
generate reports that can efficiently make a
guest experience a positive one.
1. Know the purpose of the report
2. Gather the data required
3. Place each data in its appropriate place in the front office
report.
4. Prepare the balance sheet to reflect the financial position of
the business at the end of the reporting period.
5. Print the report and sign the bottom part of each page
attesting that you were the one who prepared the report.
6. Have your report audited and approved by your front office
manager.
 ADJUSTING INTERNAL RECORDS TO
REFLECT ACTUAL ROOM STATUS
 When adjusting internal records, front office employees need to be aware
of room status lists that will indicate which rooms in the establishment
are:
1. Vacant – an empty room but may not be ready for sale
2. Ready Vacant- vacant, clean, and inspected by housekeeping as ready
for sale.
3. Dirty Occupied- occupied by an in-house guest, but not serviced by
housekeeping today.
4. Clean occupied- occupied by an in house guest serviced by
housekeeping.
5. Dirty out of order- a room where maintenance or renovation is
 Room status is checked against registration and reservation
documentation and is often printed for reference. Using the
departures report below, identify what information from the
departures report would each of these departments need to
know.
1. Breakfast restaurant
2. Room service
3. Housekeeping
4. Porters
5. Security
The first time a guest stays in hotel, a guest history record will be opened,
and it will be updated in subsequent stays. A guest history card will
usually contain basic information such as the following.
 Name of the guest
 Contact and registration details of the guest.
 Date of arrival
 Room occupied
 Number of nights
 Room rate
 Total amount spent during the stay
 Special requests or preferences noted( e.g newspaper, taken, view
requested)
 ACCEPTING OR DENYING
RESERVATION
 Accepting or denying a reservation involves different processes and
is a crucial decision for staff assigned to do the task. This task
involves checking the availability of the guest requested type of
room.
 The following are the examples of situations when reservations are
denied.
1. When the hotel is fully booked
2. When the requested type of room is not available or already
occupied
3. When the guest is blacklisted due to previous record of
nonpayment or delayed payments of bills.
 THE NATURE OF FINANCIAL
REPORTS
A financial report is a daily business or sales report
setting the daily sales or income totals of each
revenue-earning department, plus summaries of its
activity, which includes the occupancy percentage of
the rooms division. Making a financial report is one
way of measuring the contribution and performance
of each department.