An Arrivals Report is a Front Office operational report that lists all guests scheduled to arrive on a specific day. It can also be filtered to show only those guests who have not yet checked in at a particular time. This report can be generated at any point during the day to provide an updated view of expected arrivals.
It is one of the most frequently used daily control reports in hotel operations.
Why It Matters in a Hotel
The Arrivals Report allows the Front Office team to plan the day efficiently and anticipate guest needs.
Arrival Report helps the hotel to:
• Prepare room allocations in advance
• Identify VIP arrivals and special requests
• Monitor early arrivals
• Coordinate with Housekeeping for room readiness
• Ensure proper staffing during peak check in periods
Without this report, the arrival process becomes reactive rather than proactive.
Real Hotel Scenario
At 11:00 AM, the Front Office Supervisor runs the Arrivals Report for the day.
The report shows:
• 85 expected arrivals
• 12 VIP guests
• 3 early arrival requests
• 5 guests with airport transfers arranged
• 8 repeat guests
Based on this information:
• Rooms for VIPs are prioritized for inspection
• Welcome amenities are confirmed
• Concierge prepares transfer schedules
• Additional staff are assigned for the 3:00 PM check in rush
At 4:30 PM, the Supervisor runs the report again and filters only guests who have not yet checked in. This helps the team monitor late arrivals and manage potential no shows.
Related Departments
• Front Office
• Housekeeping
• Concierge
• Sales
• Revenue Management
Practical Tip
Run the Arrivals Report multiple times throughout the day, not just in the morning. Monitoring pending arrivals in real time helps identify delayed guests, possible no shows, and opportunities to release rooms for resale if necessary.
The Arrivals Report is not just a list of names. It is a planning tool that shapes the entire day’s operation at the Front Desk.
Sample Arrivals Report (Mock-up)
| Res No | Guest Name | Room Type | ETA | VIP | Nights | Special Requests | Status |
|---|---|---|---|---|---|---|---|
| 45821 | Michael Tan | Deluxe | 14:00 | Yes | 2 | High floor | Not Arrived |
| 45832 | Sarah Mitchell | Superior | 15:30 | No | 1 | Early check in | Not Arrived |
| 45847 | Ahmed Rahman | Suite | 13:00 | Yes | 3 | Airport transfer | Checked In |
| 45853 | Emily Chen | Deluxe | 18:45 | No | 2 | Twin beds | Not Arrived |
| 45860 | Daniel Smith | Standard | 21:30 | No | 1 | Late arrival guarantee | Not Arrived |
