What is an Arrival Report?
Arrival Report = List of Expected Check-ins
A daily report showing all guests expected to arrive today. Includes guest names, room assignments, special requests, and booking details. Essential for front desk and housekeeping planning.
Why Arrival Report Matters
- Front desk preparation: Know who's coming and when
- Room assignment: Assign rooms based on preferences
- VIP treatment: Identify special guests for upgraded service
- Housekeeping coordination: Prioritize room cleaning
- Revenue forecasting: Know today's expected occupancy
- Group management: Prepare for large group check-ins
What's Included in Arrival Report
| Field | Why It's Important |
|---|---|
| Guest Name | Greet guests by name, verify identity |
| Confirmation Number | Quick lookup, verify booking |
| Room Type | Ensure correct room is assigned |
| Rate Plan | Know if breakfast is included, etc. |
| Booking Source | OTA vs Direct - service accordingly |
| Arrival Time (ETA) | Plan check-in flow, room readiness |
| Number of Nights | Length of stay information |
| Number of Guests | Extra bed requirements, amenities |
| Special Requests | High floor, non-smoking, crib, etc. |
| Payment Status | Prepaid, pay at hotel, deposit received |
| VIP Status | Repeat guest, corporate VIP, special treatment |
Sample Arrival Report
ARRIVAL REPORT - 07 Feb 2026
| Guest Name | Room | Type | Nights | Source | ETA | Special Requests |
|---|---|---|---|---|---|---|
| Mr. Rajesh Sharma VIP | 301 | Deluxe | 3 | Direct | 2:00 PM | High floor, extra pillows |
| Ms. Priya Patel | 205 | Standard | 2 | MMT | 4:00 PM | Late check-in confirmed |
| ABC Corp - Group 10 Rooms | 401-410 | Superior | 2 | Corporate | 3:00 PM | Conference room needed |
| Mr. & Mrs. John Smith | 501 | Suite | 5 | Booking.com | 6:00 PM | Honeymoon - cake in room |
| Dr. Meera Krishnan | 102 | Standard | 1 | Goibibo | 11:00 PM | Late night arrival |
Summary: 14 rooms expected | 5 individual + 1 group (10 rooms) | 2 VIP | 1 late arrival
Using the Arrival Report
Morning Briefing (8-9 AM)
- Review total arrivals for the day
- Identify VIPs and their requirements
- Check for group arrivals - coordinate with sales
- Note any special requests that need preparation
- Assign rooms based on preferences
Housekeeping Coordination
- Share arrival list with housekeeping supervisor
- Prioritize cleaning of rooms with early ETA
- Prepare VIP rooms with extra amenities
- Ensure special requests are fulfilled (crib, extra bed)
Front Desk Preparation
- Pre-prepare registration cards for expected guests
- Keep key cards ready for quick check-in
- Review payment status - follow up if needed
- Have welcome amenities ready for VIPs
Golden Rule: Review arrival report at least 3 times daily - morning (planning), afternoon (adjustments), and evening (late arrivals). Things change throughout the day.
Pre-Arrival Checklist
Before Guest Arrives
- Room assigned based on preference
- Room cleaned and inspected
- Special requests prepared (extra bed, pillows, etc.)
- VIP amenities placed if applicable
- Registration card pre-printed
- Key cards encoded
- Payment details verified
- Welcome message/drink ready (for VIPs)
Handling Special Arrivals
VIP Guests
- Room inspection by supervisor before check-in
- Welcome amenity in room (fruit basket, chocolates)
- Manager greeting at arrival (if possible)
- Upgrade if available and appropriate
- Personal escort to room
Group Arrivals
- Coordinate with group coordinator in advance
- Pre-assign all rooms, prepare key packets
- Set up separate check-in counter if large group
- Have rooming list ready from group leader
- Coordinate luggage handling
Late Night Arrivals
- Inform night shift about expected late arrivals
- Keep room ready even if cleaning was done early
- Have mobile number for contact if needed
- Ensure security is informed
Pro Tip: Send a pre-arrival email/SMS to guests with hotel address, check-in time, and your contact number. It reduces no-shows and last-minute calls asking for directions.
Common Arrival Issues
| Problem | Solution |
|---|---|
| Early arrival, room not ready | Offer luggage storage, coffee, estimated ready time |
| Room preference not available | Apologize, offer next best option, small upgrade if possible |
| Guest not on arrival list | Check all sources (OTAs, direct), search by name/email |
| Booking shows different name | Verify confirmation number, contact person who made booking |
| No-show by evening | Call guest, keep room held per policy, charge if no response |
Arrival Report Best Practices
- Print early: Generate report right after night audit
- Update throughout day: New bookings, cancellations
- Share widely: Front desk, housekeeping, F&B, security
- Highlight important: Mark VIPs, groups, special requests visibly
- Track arrivals: Check off guests as they arrive
- Follow up no-shows: Call by 6 PM if not arrived