The Booking Process - keeping records
Tracking sheet
It’s always a good idea to keep records of bookings using a simple ‘tracking’ spreadsheet or notebook. This not only keeps all the information in once place but also acts as a reminder of what steps you need to take for each booking.
Once you have the sheet set up, then it will make each booking much more straight forward!
Your tracking spreadsheet or notebook might include such information as:
- Dates of the booking
- Guest name, address phone and email contact details
- Whether you have received the deposit and booking form
- Balance amount that is due
- Date the balance is paid
- Whether you have issued a confirmation that the balance has been received
- Whehter you have updated your website
- Arrangements made for guest arrival, e.g. cleaning
- Comments.
Emails
As a way of ensuring that your emails to guest have all the right information we suggest that you produce draft emails with the required information. These emails can be re-used each time to, for example, confirm bookings, payments etc.
This avoids having to remember what information to include, and avoids missing out vital information. A draft email might say something like “Dear XXX, thank you for your payment of £XXX for your holiday arriving XXX and leaving XXX...”
