PROJECT WORK

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Q1. You are a reservation agent of hotel ABC while attending a reservation call from Mr. Chandi
you found that has quires regarding weather should guarantee her booking..................................... 2
1.1 Briefly Explain about the benefits of guarantee reservation. ....................................................... 2
1.2 Explain the different mode payments of Guarantee reservation................................................. 3
Q2.Discuss the importance of reservation detail for :-................................................................................. 9
1.3 Importance of Reservation for Hotels .......................................................................................... 9
1.4 Importance of Reservation for Guests .......................................................................................... 9

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Q1. You are a reservation agent of hotel ABC while attending a reservation
call from Mr. Chandi you found that has quires regarding weather should
guarantee her booking
1.1 Briefly Explain about the benefits of guarantee reservation.
An online reservation system is a must-have for hotels these days. The booking process must be
flawless and user-friendly to attract more customers and increase sales. Consider getting an
online reservation system because it will give you many benefits, on top of those mentioned
below.

1. A reservation system saves time and cuts costs.

A reservation system will save your guests’ time, because they will not need to wait for hours
until your team confirms their reservation. If one can book a room by completing a couple of
easy steps, then the chances that they will choose another hotel are pretty low. At the same time,
you will not need to hire a team responsible for continuous email communication with guests.

2. It automates the booking process.

A booking system automates the process. After a booking is made, the platform automatically
reduces the rooms available in your hotel. With a reservation system you should be able to
compare offline versus online sales, sales by staff members versus sales by travel agents. You
can give the latter access to the platform so that they won’t need to contact you each time they
make a sale.

3. It reduces errors.

What are the chances that the same room will be booked for two guests at the same time if you
have a good online reservation system? Close to nil. The system will not allow double booking,
which makes the reservation process more efficient.

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4. A reservation system increases customer satisfaction.

Customer experience can be managed by following their reservation and shopping patterns.
During the booking process you can offer value added services, such as gym and spa packages,
or city tour guides. Additionally, a reservation platform is a good place for feedback and a place
for demonstration that your hotel acts upon its guests’ suggestions.

An online reservation system is a way to get direct sales and manage revenue for hotels, inns, or
even B&Bs! It is a good way to keep your customers happy and avoid common
misunderstandings. You can promote your online reservation platform by offering discounts to
those who use it. You can also use the information stored on the platform to send marketing
campaigns by email or SMS. All you need is a custom online reservation system that will be
created with your needs and requirements in mind.

1.2 Explain the different mode payments of Guarantee reservation.

The mode of payment refers to the various methods of payment by which the guest can settle or
pay his/her bills in the hotel. Whenever guest checks in a hotel, he/she has to make clear about
the modes of payment at the time of registration so that, it will greatly reduce the problem while
settling the bills.

The different modes of payment through which guest can settle or pay their bills are as follows:

1. Cash
2. Cheques
3. Credit card
4. Company account
5. Travelers cheque
6. Voucher

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1. Cash

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It is the simplest and common method of payment which is done in local currencies as well as
foreign currencies. It is the most simple and instant mode of payment used by the guests. While
doing the payment the bill is presented by front office cashier to the guest and payment is done
on hand through cash. The cashier must know the current rate of exchange details and skill to
evaluate the rates. Different countries have a different restriction to hotel regarding foreign
currencies. Mostly in many of the hotels, there are a lot of tourist’s guest than the guest of same
countries and many of the tourists pay with their own country currency so it is very important for
the front office cashier to handle foreign exchange carefully because we cannot upset the guests.
There is some procedure for foreign exchange transactions which must be adopted by the front
office cashier while handling foreign exchange receipts. The procedures are:

 Collect the foreign exchange to be in crashed for the customer along with the passport
 Ask the guest for his room number, verify the details with registration card
 In most of the cases, hotels do not encash foreign exchange in case of non-resident. But it
allows only up to 500 US$ against conversion
 In most cases, the non-resident will be referred to lobby manager and their exchange will
be encashed only after receiving authorization from him
 Check the currency given for its acceptability with the list of currency provided by Nepal
Rastra bank (NRS)
 Check the currency note against fake, fraud, stolen and out of circulation from the
respective current circulars issued by NRB
 Fill up the encashment certificate with full details as required

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 Ask the guest to sign on encashment certificate

 Calculate the total amount and remit in Nepalese currency after deducting the bill amount
if any
 Provide guest with the original copy of encashment certificate
 Attach the foreign exchange to the second copy of encashment and deposit along with
cash
 Enter all the require details in the front office cashier report and record of foreign
currency summary

2. Cheque

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Every hotel has its bank account to facilitates business. Hotel accepts both company cheque and
personal cheque up to a certain limit accompanied by the bank guarantee card. It is another form
of cash. Payment through the cheque is the safer and convenient. So most of the customers prefer
to the payment through the cheque.

3. Credit card

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A credit card is a wallet-size small card issued and guaranteed by the bank to its valuable
customer that authorizes the person named on it to charge goods and services to his or her
account.

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It differs from a debit card with which money is automatically deducted from a bank account of
the cardholder to pay for the goods and services. Use of credit card was originated in the U.S. in
the 1920s. Early credit cards were issued by various firms (for example , oil companies and hotel
chains) for the use of their outlets only. Credit cards are issued by banks and financial
corporations after scrutinizing the customer creditability and repayment power. While
considering an application for credit card, following details are called for;

 To ascertain that the applicant is receiving a regular income above a minimum required
the limit. Salary/income proof

 To proof of residence. This is required for the safety of repayment. Under local laws,
only a resident citizen is allowed credit card.
 For proof of saving and assets. To assess the creditability and repayment power of a
client, it is required to find out the total savings in different schemes and assets in the
name of the applicant.

Benefits for credit card

 Reduces the need to carry cash

 Credit card can be only used by the card holder
 Risk is lowered, if credit card is lost the liabilities are limited
 Helps in urgent payments
 Allows easy payment modes for male orders
 Allows easy cash withdrawals (up to a limit) anytime anywhere from any ATM or branch
of a bank
 Allows the flexibility of the payment plan on an interest payment basis as per the
convenience of the cardholder.

of accepting the card for the merchant

 The merchant is assured for the payment by this mode

 Risk of bad debt arising out of personal credit is not with credit card

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 Easy accepting and accounting system

 No need to know the client personally
 The service charge is cheaper than the interest lost in collecting credit payment
 Provides more publicity through different schemes of the credit card companies from
time to time

There are also procedures for accepting credit cards which must be followed by the cashier
and they are:

 Check the warning bulletins provided by the credit card companies. If the card is not in
the bulletin the card cannot be accepted. In case it is listed in the bulletin then the card
must be apprehended without offending the customer and inform the credit card
company.
 Take imprint of the card on a charge slip provided by the bank
 Now fill up the amount and bill details on the charge slip, give the charge slip to the guest
to sign in the specific place

4. Company account

If the guest uses the hotel facilities and billing is instructed as per company account it means that
the bill will be paid by the allied company. The big business organization makes an agreement
with the hotel to provide services to their staff and customer of the company. Credit section of
hotel sends a letter with the bill attached, to the respective company for payment. The bill should
be signed by the guest who was sent by the company. The company may pay the bill through
cash or by cheques.

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5. Travel cheque

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As the name suggests it is a cheque which is issued by a bank to the travelers in exchange for
cash. When a traveler visits a long distance, they exchange their currency into traveler's cheque.
The bank which issues the travelers cheque takes the signature of the traveler in the cheque
undersigned. Traveler cheque is also another form of cash. It brings down the trouble of carrying
a huge amount of cash, which does not seem to be safe for long distance travelers. Travelers
check is encashed only when the cashier receives the specimen of the cheque holder signature
and tallies it with the passport details. All uncashed travelers’ cheque is sent to the local bank for
payment.

6. Voucher

The special document which is printed form and issued by travel agencies and airlines stating the
required services to be provided by the hotel to the guest. The hotel sends a bill to a guest to
respective travel agencies or airlines who issued the voucher for payment

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Q2.Discuss the importance of reservation detail for :-

A)hotel

B) guests

1.3 Importance of Reservation for Hotels

 Give the first impression for the hotel to guest
 Sells the main product of a hotel (accommodation)
 Help’s in planning for workload expected
 Generates Customer for other departments
 Controlling expense with expected income from room sales
 Provides important management information to other departments

1.4 Importance of Reservation for Guests

 Assurance about accommodation to the guests
 Choice in the type of accommodation
 Choice in the type of room or suit
 Choice as per the guests
 Choice preference of floor, view, and personal choice or low floor rooms sea view/pool
view/garden view/monument view room; smoking/nonsmoking room etc.
 Receive correspondence at the hotel address

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