An Arrival/Departure Report is a Night Audit report that summarizes all check ins and check outs that occurred during a specific business day. It provides a consolidated record of daily guest movement in and out of the hotel.
This report is typically generated after the Night Audit process is completed and reflects the final, verified figures for the day.
Why It Matters in a Hotel
The Arrival/Departure Report serves as a control and reconciliation tool.
It helps the hotel to:
• Verify the number of arrivals and departures processed
• Cross check Front Office transactions
• Confirm occupancy movement
• Assist Accounts in revenue reconciliation
• Provide management with daily operational statistics
Because it is generated during Night Audit, the data is considered final for that business date.
Real Hotel Scenario
A 220 room hotel closes its business day at midnight.
During Night Audit, the system generates the Arrival/Departure Report.
The report shows:
• 96 arrivals
• 88 departures
• 4 early departures
• 3 walk ins
• 5 no shows
The Front Office Manager reviews the report the next morning to ensure:
• All check outs were properly posted and settled
• No rooms remain incorrectly occupied
• The occupancy percentage aligns with revenue figures
• Any discrepancies are investigated immediately
This report becomes part of the daily operations file shared with senior management.
Sample Arrival/Departure Report (Mock-up)
| Res No | Guest Name | Room No | Movement | Room Type | Nights | Billing Status |
|---|---|---|---|---|---|---|
| 46211 | Olivia Brown | 305 | Arrival | Deluxe | 2 | Open Folio |
| 46205 | Liam Wilson | 214 | Departure | Superior | 1 | Settled |
| 46218 | Noah Ahmed | 512 | Arrival | Suite | 3 | Open Folio |
| 46190 | Emma Johnson | 118 | Departure | Standard | 2 | Settled |
| 46222 | Daniel Lee | 407 | Arrival | Deluxe | 1 | Open Folio |
This format allows management to quickly see guest flow and verify that all movements were properly recorded.
Related Departments
• Front Office
• Night Audit
• Accounts
• Revenue Management
• General Management
Practical Tip
Always reconcile the Arrival/Departure Report with the Housekeeping Room Status Report the following morning. Any mismatch between departures and vacant rooms may indicate posting errors, missed check outs, or system discrepancies that require immediate correction.
The Arrival/Departure Report is more than a list of names. It is a financial and operational control document generated at the close of the business day.
