Hotel Departure Report: Managing Check-outs

Why Departure Report Matters

• Housekeeping planning: Know which rooms need cleaning today
• Revenue collection: Ensure all bills are settled before checkout
• Room availability: Prepare rooms for incoming arrivals
• Late checkout management: Track and charge late departures
• Occupancy planning: Know how many rooms will be vacant
• Service recovery: Last chance to impress before guest leaves

What's Included in Departure Report

Field	Why It's Important
Guest Name	Personalized farewell, verify identity
Room Number	Housekeeping assignment
Checkout Time	Standard vs late checkout
Balance Due	Amount to be collected at checkout
Payment Method	Cash, card, city ledger, prepaid
Nights Stayed	Review of charges, loyalty recognition
Mini Bar Status	Check before guest leaves
Room Status	Occupied, ready for checkout, departed

Sample Departure Report

Departure Workflow

Morning (Before 11 AM)

1. Print/review departure report
2. Identify pending payments - alert front desk
3. Note late checkouts - inform housekeeping
4. Share list with housekeeping for cleaning priority
5. Prepare bills for guests with balances

Checkout Process

1. Guest approaches front desk
2. Verify room number and name
3. Print final bill with all charges
4. Collect minibar charges (verify with HK if needed)
5. Process payment
6. Ask about stay experience
7. Return any deposits/safe items
8. Update room status to "Departed"
9. Thank guest and request feedback

Late Checkout Management

Time	Typical Policy	Charge
11 AM - 1 PM	Complimentary (based on occupancy)	Free if rooms available
1 PM - 4 PM	Half day charge	50% of room rate
After 4 PM	Full day charge	100% of room rate

Checkout Checklist

Common Checkout Issues

Problem	Solution
Guest disputes charges	Show itemized bill, call department that posted charge
Card declined	Request alternative payment, hold luggage if needed
Missing from bill (late charges)	Add before checkout, explain to guest
Overstay without informing	Charge for extra night, explain policy
Lost key card	Verify identity, charge for replacement if policy
Room damage discovered	Document with photos, charge guest, escalate if refused

Housekeeping Coordination

Departure report is critical for housekeeping:

• Cleaning priority: Rooms with early arrivals get cleaned first
• Status updates: HK updates room status as cleaned
• Minibar check: Report consumption before guest leaves
• Lost & found: Check and secure any left items
• Damage report: Note any room damage immediately

Express Checkout Options

For faster checkout experience:

• Pre-checkout bill: Slip under door the night before
• Mobile checkout: Guest checks out via app, key deactivates
• Folio email: Email bill, charge card on file
• Key drop box: Guest drops key, bill sent by email

Express checkout works well for:

• Business travelers in a hurry
• Early morning departures (before front desk is busy)
• Prepaid bookings with no additional charges

After Guest Departs

1. Update room status to "Dirty" for housekeeping
2. Transfer to city ledger if corporate billing
3. Report lost & found items to guest
4. Update guest history for future stays
5. Send thank you email with feedback request