FORMAT OF ROOM OCCUPANCY/STATUS REPORT

Room Occupancy Report

1st Floor 2nd Floor
Room no. Code/Status No. of guests Room no. Code/Status No. of guests
101 Dep. - 201 DL -
102 V - 202 O,SB 2
103 O 2+1 203 O,SO
_____________Signature of the desk housekeeper

The desired results of an established cleaning system are best achieved only when a guest room
inspection is done. This serves the purpose of rectifying any problems that may have been
previously overlooked during cleaning, before the guest notices. Room inspection not only helps
to identify ordinary problems with cleaning but also helps to identify areas requiring special
cleaning or maintenance.
An Inspection programme can be done in various forms. In some properties especially in smaller
properties, occupied rooms are spot checked while the departure rooms are definitely checked
daily.
Each floor supervisor is usually responsible for a certain number of rooms (45-60) and must be
aware of the current status of each room that is assigned to her/him. The room is checked to
ensure :
• Correct standard of cleanliness has been maintained.
• For any technical repairs(if any)
• Correct room complementaries and adequate guest supplies have been provided.
A room inspection report or a check list should be completed by the floor supervisor who notes
down the condition and proper operations of various fixtures of the room. It is also
simultaneously recorded in the floor register so that a continuous record is maintained. An
inspection programme is not effective if no follow up is given to an identified problem.
Depending on the hotel procedures the floor supervisor is responsible for filling out work orders
or maintenance request that are needed. The work order or job order is made in triplicate. Two
copies (the original and the duplicate) are given to the maintenance engineer. The third
remaining copy remains with the housekeeping department. The maintenance engineer hands
over both the copies to the concerned technician who is required to attend to the complaint. The
technician goes to the respective floor and asks the floor supervisor or GRA to open the
concerned room. He then attends to the complaint and signs on both the work orders, writes the
time and date against work completed. He takes acknowledgement from the floor supervisor. He
hands over the original copy to the housekeeping department and the duplicate copy to the
maintenance department. The copy given to the floor supervisor is then given to the desk
housekeeper who files it in the work order files. At the end of the day a report is made by the
desk housekeeper about complaints attended to in the day, that are to be followed up the next
day, major maintenance complaints that can be attended to only by taking the rooms on O-O-O
status. Thus the original copy is retained by the maintenance department for its future reference.

Inspection Programme Technology: (Guest Room Inspection)

A barcode is a group of printed bars, spaces and numerals that appear on the packaging of every
retail item. These codes are to be scanned and read into a computer system. Each guest room is

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identified with a barcode tag. The tag is placed in a secret spot such as behind the door frame.
The floor supervisor is given a barcode scanner and a set of carde that will feature condition of
each item that needs to be inspected, attended or repaired. On entering the room, the supervisor
scans the barcode tag this will now record the room number, time and date in the scanner. The
condition of each inspected item is noted by scanning the proper barcode. Depending on the
programme and the property’s needs, the information can be presented in a summary or report
format with an overview of the condition of each inspected items.

Room Inspection Report/Checklist

Date:20/12/04
Room boy: James Bond Floor : 7
Dep #s : 701,702, 705. Vac #s :703, 706, 707.
Occ #s : 704. VIP #s: 706
Room no: Status Extra item provided Electrical Carpentry Plumbing Polishing Carpet Cleaning
707 V A.C. not working •
704 O Extra bed •
701 Dep •
___________ Signature of Supervisor

Guest Room Inspection:

A supervisor has to check all the rooms on his/her floor, including all vacant room, departure
room, expected arrival, VIP arrival, group arrival, blocked rooms and under repair rooms both
out of service and out of order. After the end of the shift the floor supervisor has to take hand
over from the GRA and make the entry in the floor register. The supervisor has to make the entry
of all the DND, on the floor.
The supervisor has to take the handover of lost and found from the GRA for the day. Before
coming to the department the supervisor has to check the floor pantry, guest elevator, and service
elevator, back-area of the floor, all fire exit and corridor. The supervisor has to check the floor
pantry and has to take the count of all the items in the pantry like all loan item (iron board, hot
water bag, water flask, weighing machine, etc) and make an entry in the floor register. After that
the supervisor has to fill the log book kept in the department. The supervisor has to make an
entry of all the rooms checked by him for the day. The supervisor has to fill the key register,
hand over register. The supervisor has to hand-over the lost and found and keys to the desk
attendant/supervisor before leaving for the day.

While dealing with the guest the floor supervisor comes across various complaints made by
guests during their stay. The nature of these complaints is:
• Technical / mechanical complaints: these are various complaints which include maintenance
related problems eg AC not working, the job of the supervisor is not only to pass on these
complaints but also to get them attended as early as possible.
• Service related complaints: they are complaints related to inefficient working or cleanliness
standards of the GRA. She briefs the GRA accordingly and attends to the complaint as soon as
possible.
• Attitude related problems: these imply problems regarding the behavior of the GRA which may
require counseling ,

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• Unusual complaints: these imply undue demands made by the guest and also bad guest
behavior.
• Complaints like missing items from the room after the room is cleaned by the GRA which calls
for alertness, investigation and involvement of seniors.
Guest room Inspectitions

Guest room inspection.

1. Bedroom:
i. Procedure.
Check guest room entrance door.
Note any scratch marks, sumdy or dirt/dust on surface.
Check for ‘DO NOT DISTURB’ sign on inside knob of the door.
Check proper operation of locks, chains and door stops.

ii. Check condition and cleanliness of light switches and surrounding wall area.
iii. Scan ceiling, walls, woodwork for any damage, dirt/dust.
iv. Check curtains for stains, check that hooks are in place and the rods work correctly.
v. Check window sills window for cleanliness, make sure windows are locked and that locks work
properly.
vi. Make sure heating and air-conditioning unit is free from dirt and dust, operates correctly and the
temperature is set according to property standards.
vii. Make sure telephone is clean and works properly.
viii. Check the bed
Make sure that the bed has fresh lineu.
Check condition of the bed spread and check the edges of the bed.
Look under the bed for trash or guest item.
Check head board for the dust.

ix. Check room furniture for scratches damage and dust check upholstery for stains.
x. Check lamps for starches and dust. Make sure light bulbs are of proper voltage.
xi. Turn –on television set to check for proper operation, turn-off and check for scratches , damage and
dust.
xii. Check carpets and bade oafs or skirting boards for dirt, stain and dust.
xiii. Check that wardrobes are clean and have the proper anonym of hangers.
xiv. Check pictures and mirrors for dust,
xv. Check that bedroom amenities such as stationary and match-boxes are properly stacked.
xvi. Make a final check around the room to make sure that all items are well positioned and that all areas
ceiling to the floor are cleaned and well maintained.
xvii. Complete a work order request and/or notifying the appropriated department for any item needing
attention or repair.

BATHROOM

Procedure
i. Check bathroom door for scratches, marks or dust in the surface
ii. Check condition and cleanliness of light switches and surrounding wall area.
iii. Scan ceiling, walls and tiles for any damage, dirt and dust.
iv. Check shower area check tub and fixtures for watermarks, soap films and hair.
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v. Check fixtures for correct position and operation.
Make sure bath not is in place.
vi. Inspect vanity and sink area
Check sink and counter area for watermarks, soap film and hair.
Check mirror for spots.
vii. Check toilet for cleanliness, flush to check for proper operation.
viii. Check floor and base board for dirt and dust.
ix. Make sure that towels are neat and cleanly arranged on towels racks.
x. Check toilet and facial issue and supply.
xi. Check that bathroom amenities such as soap, shampoo and mouth wash are properly stacked.
xii. Make a final check of bathroom to make sure all items are well positioned and that all areas from
ceiling to floor are clean
xiii. Complete the work order request and/or notify the appropriate dept. for any item needing attention or
repair.