Sample format of Lost and Found letter in Housekeeping
The Lost and Found procedure in a hotel is an important process that ensures that guests’ belongings are safely returned to them if they are misplaced or forgotten during their stay. Typically, any found items are taken to the hotel’s Lost and Found department or front desk, where they are logged and stored for a certain period of time.
If a guest realizes that they have lost an item, they should first contact the hotel’s front desk or Lost and Found department to report it missing. They will be asked to provide a detailed description of the item and where they think they may have lost it. The hotel staff will then check their records to see if the item has been found and inform the guest if it has been located.
If the item has not been found, the hotel staff will continue to search for it and will notify the guest as soon as it is found. If the item is not found within a certain period of time, the guest may be advised to file a report with the local police.
Overall, the Lost and Found procedure is an important part of a hotel’s operations, and the staff will work hard to ensure that any lost items are promptly returned to their rightful owners.
When guest inquiries are received for Lost and found items, the executive housekeeper should respond to such inquiries in a timely and professional manner. If any additional information is required from the guest regarding the lost item then an inquiry form is also attached as an annexure.
In addition to this, all such guest inquiries should be recorded and filed on the lost and found response file. Below you can find a sample format of standard response for guest inquiries related to lost items.
LOST & FOUND – Enquiry Response Letter
Dear (Salutation + Guest name),
Regretfully the item mentioned in your correspondence email/mail as being lost has not been turned into our Lost and Found Department.
I have personally checked our Lost and Found log and the security locker.
(In case additional information is required about the lost item)
I have enclosed a request for additional information form and please provide the details.
The information you have given me now will be kept on our file. If your missing item should be turned in future, then we will inform you accordingly and also we will make the necessary arrangements to courier you the same at the following address:
Mailing Address as per the hotel records:
Annexure – Lost Item Inquiry form
First Name:____________ Last Name:___________________
Room No :____________ Check -out:___________________
Email :_____________ Mobile No :___________________
Item Lost:_____________ Lost Where: __________________
Lost and Found Response Letter:
[Your Hotel/Resort Name] [Your Hotel/Resort Address] [City, State, Zip Code] [Date]
[Guest’s Name] [Guest’s Address] [City, State, Zip Code]
Dear [Guest’s Name],
Subject: Lost and Found Inquiry
We hope this letter finds you well. We understand that you recently contacted us regarding a lost item during your stay with us at [Your Hotel/Resort Name]. First and foremost, we would like to extend our sincere apologies for any inconvenience this may have caused.
We take the matter of lost items very seriously, and our team has diligently searched our premises to locate the missing item. We are committed to doing everything in our power to reunite you with your belongings.
After a thorough investigation, we regret to inform you that we have been unable to locate the item at this time. However, we understand the sentimental and practical value of personal belongings, and we will continue to monitor our lost and found inventory.
In the meantime, we kindly request you to complete the attached Lost and Found Inquiry Form. Providing detailed information about the lost item will greatly assist us in our ongoing efforts to locate it. We will keep you informed of any developments and will do our utmost to resolve this matter to your satisfaction.
Your understanding and cooperation are greatly appreciated. If you have any further questions or concerns, please feel free to contact our [Lost and Found Department/ Guest Services] at [Contact Number] or [Email Address].
Thank you for choosing [Your Hotel/Resort Name]. We appreciate your patronage and look forward to the opportunity to serve you again in the future.
[Your Full Name] [Your Title] [Your Contact Information]
Lost and Found Inquiry Form:
- Full Name:
- Reservation/Booking Reference:
- Check-In Date:
- Check-Out Date:
- Contact Number:
- Email Address:
Lost Item Details:
- Description of Lost Item:
- Date and Time Item Was Last Seen:
- Location Where Item Was Last Seen:
- Any Identifying Marks or Features:
- Circumstances or Events Surrounding the Loss is an excess of expenses over sales revenue.:
- Any Specific Areas of the Hotel/Resort Visited Before or After the Loss:
- Other Relevant Details or Observations:
- Preferred Method of Contact:
- Contact Number or Email Address for Correspondence:
I declare that the information provided in this Lost and Found Inquiry Form is accurate to the best of my knowledge. I understand that [Your Hotel/Resort Name] will make reasonable efforts to locate the lost item based on the information provided.
Signature: _________________________ Date: _______________
Please return this completed form to [Lost and Found Department/ Guest Services]. We appreciate your cooperation in our efforts to assist you in locating your lost item.
Lost and Found Response Letter & Inquiry Form Email
Subject: Lost and Found Inquiry – [Guest’s Name]
Dear [Guest’s Name],
We hope this email finds you well. We understand that you recently contacted us regarding a lost item during your stay with us at [Your Hotel/Resort Name]. We sincerely apologize for any inconvenience this may have caused and would like to assure you that we are committed to assisting you in locating your lost belongings.
Our team has conducted a thorough search of our premises to locate the missing item, but unfortunately, we have been unable to find it at this time. However, we remain dedicated to our efforts and will continue to monitor our lost and found inventory.
To assist us in our ongoing efforts, we kindly request you to complete the attached Lost and Found Inquiry Form. Providing detailed information about the lost item will greatly enhance our chances of locating it. You can find the form attached to this email.
[Attachment: Lost and Found Inquiry Form]
Please fill out the form and return it to us at your earliest convenience. We understand the importance of personal belongings, both sentimentally and practically, and we will keep you informed of any developments in our search.
If you have any additional questions or concerns, please do not hesitate to contact our [Lost and Found Department/ Guest Services] at [Contact Number] or [Email Address].
Thank you for choosing [Your Hotel/Resort Name]. We appreciate your understanding and cooperation in this matter and look forward to the opportunity to serve you again in the future.
[Your Full Name]
[Your Contact Information]
[Your Hotel/Resort Name]
[Your Hotel/Resort Contact Information]