In recent years, the handling of mail by large hotels has diminished some-what because the average length of a guest’s stay ahs become shorter, however, arrival time often is still an occasion for the guest to receive mail, in very large hotels, a separate key, mail and massages, which are touted through the front office before arrival, during the guest’s stay, and after departure. In most establishments, however, it is part of the front desk clerk’s general function to handle these tasks.
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The following procedures are suitable for most situations:
1.Incoming mail is routed to the front office manager, who then separates it into guest mail and hotel mail.
2.Guest mail arriving at the desk is time-stamped and sorted as soon as possible.
3.If the guest is registered, the mail is placed in the mail slot and a massage is sent to the guest, either by personal contact or by illuminating the message light on the guest’s room telephone.
4.If the guest has left the hotel, the cancelled registration card or the guest history file is checked to determine the guest’s home address, and the mail is forward accordingly.
5.If the guest holds a reservation but has not yet arrived, the mail is placed in an alphabetically sectioned holding rack, and note is placed on the reservation form.
Special mail should be delivered without delay by a member of the bell staff. If the guest is not in the room, a note is left in the room or the massage light is illuminated.
