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Guest Check-in and Check-out Protocol Checklist

Ensure seamless guest experiences! Download our free Guest Check-in & Check-out Protocol checklist for hotels, B&Bs, and vacation rentals. Boost efficiency, minimize errors, and elevate hospitality standards. Get your checklist now!

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Pre-Arrival & Room Preparation

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Tasks to be completed *before* the guest arrives and before check-out begins.

Expected Arrival Date

Number of Guests

Room Type Assigned

Special Requests Noted?

Details of Special Requests (if applicable)

Room Cleaning Status

Notes on Room Condition

Room Photo (Condition)

Guest Check-in Procedure

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Step-by-step guide for welcoming and registering arriving guests.

Reservation Number

Guest Name(s)

Room Type Confirmed?

Payment Method

Arrival Date (Confirm)

Scheduled Arrival Time

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Special Requests/Notes

Loyalty Program?

Guest Signature (Acknowledgement)

Room Inspection & Documentation (Check-out)

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Procedure for inspecting the room and documenting its condition upon guest departure.

Overall Room Condition Notes

Damaged/Missing Items - Estimated Value (USD)

Evidence of Damage/Excessive Wear (Select all that apply)

Photographic Evidence of Damage/Issues (Mandatory)

Detailed Description of Any Found Issues

Room Cleanliness Assessment

Quantity of Remaining Toiletries

Condition of Mini-Bar (If Applicable)

Key/Access Card Handling (Check-out)

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Protocol for collecting and managing keys/access cards after check-out.

Access Card Returned?

Key Returned?

Notes on Key/Card Return (if applicable)

Number of Keys/Cards Retrieved

Key/Card Condition (If Any Damage)

Detailed Description of Key/Card Damage (if applicable)

Key/Card Deactivated?

Billing & Payment (Check-out)

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Process for reviewing charges, processing payments, and providing receipts.

Total Room Charge

Taxes Applied

Additional Charges (e.g., minibar, restaurant)

Discounts Applied

Payment Method

Notes on Payment (if applicable)

Authorization Code (if applicable)

Receipt Number

Guest Farewell & Feedback

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Ensuring a positive final impression and gathering guest feedback.

Did the guest express overall satisfaction?

Record any specific positive comments from the guest.

Record any specific negative comments or concerns raised by the guest.

Was a follow-up offered for any issues raised?

Estimate guest satisfaction score (1-10)

Note any staff member interaction that significantly impacted the guest experience (positive or negative).

Post-Check-out Room Reset

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Tasks to be completed after the guest has departed and the room is vacant.

Room Temperature (upon entry)

Damage/Missing Items Observed?

Detailed Description of Observed Damage/Missing Items (if applicable)

Room Cleaning Required?

Scheduled Cleaning Date

Scheduled Cleaning Time

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Amenities Replenishment Required?

Specific Replenishment Details (if applicable)

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