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Arrival Report

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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:

Guest details

The guest details should include pertinent information such as the guest’s name and contact details, reservation date, arrival/departure date and time.

Reservation details

Reservation information can include reservation number, reservation status, room number, room type, and room rate.

Other information

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.

Image capture

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.

Socials links

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.

Audit trails

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.


Erick Brent Francisco

SafetyCulture staff writer

As a staff writer for SafetyCulture, Erick is interested in learning and sharing how technology can improve work processes and workplace safety. Prior to SafetyCulture, Erick worked in logistics, banking and financial services, and retail.