1

NIGHT DUTY

The work of the night receptionist starts during the night. He is responsible for most of the work of

the reception including other activities which are required to be completed during the night duty.

The main duties & responsibilities of the night front office staff are:

1. To take handover from the outgoing person.

2. Read log book

3. Read arrival list, tally all blocked rooms for them

4. To be responsible for early morning wake up calls & departures.

5. Slots to be cleared for messages at midnight

6. Filling GRC for the next day’s arrivals, making their keys ready & preparation of meal cards if any

7. Check for any requisitions for night arrivals

8. After midnight check for all keys & also check all are in correct slots

9. To check that all public areas & front office area are rightly cleaned

10. Switch off extra lights of the lobby & around.

11. No show to be done early morning & their GRC are void & removed from slot

12. To check that arrival register for the day has been completely filed in.

13. To report any suspicious happening of night to the GM

14. To keep the records of the room sales

15. To keep records of house count & other occupancy reports, for the day

16. To prepare the night room sales report

17. To check that all the windows, doors, etc of the ground floor & basement are properly closed &

make the surprise check of the security from time to time

2

3

NIGHT CLERK REPORT:

This report is prepared daily by the night receptionist from the information obtained from different

racks maintained at the front desk and the cahier. This report helps night auditor to prepare his

night auditor report.

NIGHT REPORT FOR:

Total saleable rooms: _________________

Rooms vacant: _______________________

Rooms resold: _______________________

Hotel guest: ________________________

Rooms complimentary: _______________

Staff: ______________________________

Room under repair: ___________________

Rooms occupied: _____________________

Single: ____________________________

Double suites: ______________________

Occupancy percentage: _______________

Revenue: __________________________

ARR: _____________________________

Total guests: _______________________

Indians: ____________________________

Foreigners: _________________________

Walk ins: ___________________________

Cancellations: _______________________

No shows: __________________________

Position: ___________________________

FORMAT: NIGHT REPORT

4

NIGHT AUDITING

Night audit: the control process whereby the financial activity of guests’ accounts is maintained

and balanced on a daily basis

Night auditor: the person who balances the daily financial transactions of guests who have used

hotel services, acts as a desk clerk for the night shift, and communicates with the controller

Night Auditing demonstrates the importance of producing an accurate summary of the financial transactions that occur in a hotel on any given day. The components of the night Audit includes posting room and tax charges, assembling guest charges and payments, reconciling departmental financial activities, reconciling the accounts receivable, and preparing the night audit report.

SOP (Standard Operating Procedure Night Audit)

Arrive early for your shift. Go through the Pre-Shift Meeting check list.

Prepare your Daily Log Report. Read previous reports and initial.

Check Current Status.

Check out expected arrival on screen and print.

Do a bucket check against your computer print out. Follow up any discrepancies.

Check for pre-registration.

Check expected departures. Should be 0 before continuing.

Check the interfaces for the Telephone and Movies to see that they are operational. Do a printout

of charges and put in check-out drawer.

Count your cash. Shortages are the clerk’s responsibility.

Post incoming functions to the board in the lobby. Change the date.

Check for incoming reservations. Allocate to rooms.

Provide guest with all promotional information on check-out.

Any rooms checking in after your audit will be recorded on the new day sheet. The computer

must be adjusted to show NCI as occupied/dirty. Also record the room numbers and times on the

Housekeepers Report.

Prepare a wake call Sheet, a log of changes and a shag sheet for the new day.

Check wake-up calls that have been entered onto the system against the telephone record sheet.

Do a wake-up call audit from the telephone system.

Leave the work area neat and organized.

Do your deposit and put it in the safe. Date for the new day.

Count the petty cash if you have made change during the shift.

Key audit to be done every night.

Complete the Daily Log listing all exceptional occurrences.