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
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Frequently Asked Questions
What is an arrival report in a hotel?
A hotel arrival report is a daily list of all guests expected to check in on a given day. It is generated from the PMS and includes guest name, booking source, room type booked, number of nights, special requests, and payment status. Front desk staff use it to prepare rooms, assign room numbers, and ensure special requests (extra pillows, high floors, late check-in) are fulfilled before guests arrive.
What information does an arrival report include?
A typical hotel arrival report includes: guest name, reservation number, arrival date and expected check-in time, departure date, room type and assigned room number, rate plan and room rate, number of guests (adults/children), booking source (OTA name or direct), payment type (prepaid, pay at hotel, corporate account), VIP status, and special requests noted in the reservation.
How does an arrival report help hotel operations?
The arrival report is reviewed in the morning briefing by the front office and housekeeping teams. It helps: (1) housekeeping prioritise room cleaning and setup for early arrivals, (2) front desk staff pre-assign rooms matching guest preferences, (3) F&B prepare for special dietary requests, (4) management track VIP arrivals for personalised attention. It is the operational backbone of daily front office management.
What is the difference between arrival report and reservation report?
An arrival report shows only guests arriving today. A reservation report shows all future bookings across a date range. It is used for forecasting and planning ahead. Arrival reports are operational (for today's check-ins), while reservation reports are strategic (for upcoming occupancy trends, demand forecasting, and revenue management decisions).