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DEFINITIONBooking in advance. In context of hotel industry, we mean

advance booking of room, of tables in restaurant & banquet hall.

It is a mutual agreement between the guest & the hotel in which the guest hires accommodation from the hotel at a given time.

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Modes

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VERBAL MODESThe following are the verbal modes in which

a reservation request reaches a hotel:

1.TELEPHONE Prospective guests may telephone the hotel

directly.This is the most common method of direct

reservation communication

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WRITTEN MODESThe following are the written modes in which

a reservation request reaches a hotel:

1.MAIL Written request for reservation are common

for group, tour, & convention business.Generally, mail request are sent directly to the

reservation department of the destination property.

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2. TELEX, CABLE, FAX, E-MAIL & OTHER Telex is often used to communicate

the international reservation request.

Cable, fax & other methods of communication account for a small proportion of total reservation transactions.

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SOURCES OF RESERVATION

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Reservation by FITHere FIT means Free Individual

Travelers. When a person individually visit a room

& books it in advance then there source is FIT.

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Reservation by COMPANYWhen room reservation is done by any

company for its employee then it is know as reservation by company.

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Reservation by AIRLINESWhen an airlines company reserves room for

its employee or its passenger, then it is known as reservation by airlines.

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Reservation by GOVT.When a reservation is done by any public

sector company, state govt., centre govt., then it is known as reservation by govt.

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Reservation by NGOHere NGO stands for Non Govt. Organization

such as UNO (United Nation Organization) & they reserves room for there own purpose.

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TYPES OF RESERVATION

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TENTATIVE RESERVATIONThis type of reservation is made by the guest

when he is not sure about his plan.This type of reservation is cancelled after 1-2

days.Room is not reserved till hotel authority gets

in written about the reservation of guest.

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CONFIRMED RESERVATIONMost of the reservations made at hotels are

treated as confirmed reservations.A room reservation is treated as confirmed

when a request comes in writing (fax, telephone, e-mail, telegram, voucher, CRS, etc).

And is also replied in writing confirming the desired accommodation at a specified price.

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A person holding confirmed reservation has a right to get the reserved accommodation.

Hotel must provide the desired accommodation to the prospective guest holding confirmed reservation provided he checks in either before 6 p.m. (cancellation hour) or before the specified check-in time.

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Reservation formReservation form is important & base

document for any reservation system.Hotel design own form based on need.This is a sort of check list of information that

must be collected from guest before making any booking by hotel.

In case of written mode, the request may come in various forms & styles such as letter, telex, fax,etc.

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The reservation assistant should transfer all information needed for making reservation from letter, telex, etc.

In case of verbal request which may be through a telephone call or a personal contact, this form becomes essential.

This is an easy reference document and acts as checklist to reservation assistant.

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Name Number Of Person

Date

Address/company ARRIVAL Flt. No

Type Of Accommodation Time

Booked By

AddressDEPARTURE

Date

Date Of Booking Time

Letter/Tel/Telex/No.

Phone Personal Confirmed W.l.

Deposit Recd: Cash Cheque No.

Spl. Remarks

Billing Instructions

Initial(reservation assistant) No. R. (J) Arrival G.R. (optional)

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