Utilize more than customer information to prepare the hotel and exceed your guests’ expectations
Published August 11th, 2020
What is an Arrival Report?
An arrival report is a document that captures all relevant information about a hotel guest’s visit before arrival at any given time. An arrival report can help the hotel staff have enough time to prepare the correct room and cater to any special requests as indicated on the arrival report.
Arrival reports add value to the business by helping hoteliers run a well-managed hotel and anticipate the needs of all visitors, promoting an excellent hotel experience for guests.
This article will briefly discuss the following:
- Contents of an arrival report
- Advantages of using a digital arrival report
- Features of a powerful arrival report tool
Contents of an Arrival Report
Arrival reports are meant to quickly inform hoteliers what they need to know about guests that are going to arrive at any given time. To help hotel managers and staff prepare, the arrival report should contain the following information at the very least:
The guest details should include pertinent information such as the guest’s name and contact details, reservation date, arrival/departure date and time.
Reservation information can include reservation number, reservation status, room number, room type, and room rate.
Other information that can be found on an arrival report can be notes of hotel staff regarding the stay and special instructions or requests of the guest.
Advantages of Using a Digital Arrival Report
Arrival reports have been in use for quite some time now and proved its use to hoteliers. With the evolving needs of a variety of hotel guests, however, it is prudent to make use of technology that can improve arrival reports that, ultimately, improves the hotel experience.
Arrival reports that can help hotel staff easily identify guests through pictures can be an advantage in providing a more personalized treatment especially for VIP or VVIP guests before they arrive at the hotel.
Contact information capture
In addition to the usual guest name and phone number that should be on the arrival report, the guest’s email address can be recorded and immediately used to send important communication such as booking confirmation. For digital arrival reports, there can be an option to create mandatory fields that prompt the need to accomplish fields.
With the advent of social media and people’s desire to share experiences such as hotel stays, it pays to be aware of hotel guests’ online presence and find clues in socials for possible preferences that can help the staff better customize the hotel experience for the guest.
An arrival report that is digital and timestamped can help improve speed and accuracy in chronologically recording arrival reports, helping the hotel staff allot more time to actually improving the stay of guests.
A Powerful Arrival Report Tool
Arrival reports should be able to capture more than the basic information to keep up with the needs and requests of guests and help hoteliers adapt to the evolving demands in the hotel industry. iAuditor by SafetyCulture is a powerful tool used by recognized names in hotel and hospitality and has helped hoteliers promote excellent hotel experience for guests. With iAuditor, you can include optional images of guests to better prepare the hotel staff for their arrival, record contact details and include online resources to better understand guests even before they arrive, and better organize arrival reports for easy retrieval of information.
We have created these arrival report templates that you can download for free and use on the iAuditor app. Feel free to explore iAuditor using your mobile device to maximize its benefit to you and your business.
Powerful Arrival Report
Use this arrival report to capture all hotel guests’ information before arrival at your hotel at any given time. Record as many guests as needed. Capture information such as guest contact information, reservation details, and other information relevant to the hotel stay such as special requests and preferences. Use iAuditor to generate arrival reports anytime anywhere. All iAuditor templates can be customized to fit the needs of your business.
Arrival Report Template
Arrival report templates help hoteliers prepare the hotel and staff for the arrival of guests. Use this arrival report template to record a guest’s contact details, reservation information, and special instructions if any. Use iAuditor to electronically submit arrival reports for ease of transaction.