Main Modes Of Reservations In Hotels – Written | Verbal | Online

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Modes of Reservation in Hotel

When it comes to making reservations, there are primarily two main modes that are commonly used. The first mode is through a travel agent, who can assist with booking flights, hotels, and other travel arrangements. Travel agents can also provide valuable advice and recommendations based on their experience and expertise.

The second mode of reservation is through online booking platforms. With the rise of the internet, online booking has become increasingly popular, and there are now a plethora of websites and apps that allow users to book flights, hotels, rental cars, and other travel services with just a few clicks.

Both modes of reservation have their advantages and disadvantages, and ultimately it comes down to personal preference and convenience. Some people prefer the personalized service and human touch of a travel agent, while others appreciate the ease and convenience of online booking. Whatever your preference, it’s important to research and compare options to ensure you get the best deal and the most enjoyable travel experience possible.

The mode of reservation tells the hotel management how the reservation has reached the hotel. For example, a reservation request may reach the hotel through traditional methods like a written mode such as letter, fax, telex, or e-mail or through a verbal mode like telephone or in-person, etc. In this modern era, the majority of reservations are made via online modes like websites, OTA, mobile apps, social media, etc.

1. Modes of ReservationWritten Mode:

Letter – This mode is commonly used by travel agents, tour operators, companies, and corporate houses who send their reservation requests to the hotel on their company letterheads. The hotel will make the reservation as per the details given in the letter.

Fax – Fax or facsimile transmission uses an electronic scanning technique to send copies of a document over an ordinary telephone line over a special machine that prints identical copies of the document. This makes it possible to send a reservation request instantaneously. Hotels process the request as per details and send the confirmation letter to the guest.

Telex or Tele Printer Exchange involves the use of specialized telephone lines, where the message is communicated in a written form.

E-mail The most common method of communication E-mail is electronic mail which makes it possible to contact the hotel instantaneously. The hotel will process the reservation request based on the details given. This mode of reservation is fast and very convenient.

2. Modes of Reservation – Verbal Mode:

Reservation requests may also reach the hotel through verbal mode or oral communication i.e. in person or over the telephone. The advantage of oral communication is that it generates immediate response and feedback and is very fast and convenient. Additionally, the guest can get complete information and clear any doubts through oral communication.

The disadvantage of the Verbal mode is that it does not provide a permanent record or correspondence of the agreed booking terms and conditions.

In-Person- If an individual or a representative goes to the hotel to book rooms for the future it is termed as an In-Person reservation. When an individual comes to the hotel and requests a room for the day it is termed as a Walk-In Reservation. The hotel processes the rooms according to the details given by the guest issues a confirmation number and a letter if the reservation is made for the future and assigns a room if the guest requests for one for the same day.

Telephone- The most common method of direct reservation communications, a prospective guest may telephone the hotel directly. The reservation assistant takes the information sequentially as per the script. Most of the hotels these days have high-end systems that record a call which can be used later on for training purposes.

3. Modes of Reservation – Online Mode:

The online mode is the preferred mode of booking in this era of internet, web, and mobile. The main advantage of the online mode is that the hotels are always available for reservations and generate an instant confirmation voucher as per real-time availability.

Other advantages of the online mode are that the hotel can also ask the guests to make a prepayment for the reservations well in advance and reduce the chance of no-shows.

Web: Guest making a booking via a web browser like a hotel’s website or booking engine, different online travel agents – OTA’s, review sites like TripAdvisor, etc.

Mobile App: Bookings are delivered via hotels’ own or third-party mobile apps.

Social Media: Bookings are made via different social media like Facebook, Twitter, Instagram, etc.

Modes of Reservation

Hotels typically offer several modes of reservations to accommodate the diverse preferences of guests. Here are the main modes of reservations commonly used in hotels:

  1. Direct Reservations:
    • Hotel Website: Guests can make reservations directly through the hotel’s official website. This method often allows guests to access exclusive promotions and discounts.
    • Phone Reservations: Guests can call the hotel directly to make a reservation. This mode provides a personalized interaction with hotel staff.
  2. Third-Party Online Travel Agencies (OTAs):
    • Guests can use third-party websites and platforms, such as, Expedia, or Airbnb, to book hotel rooms. These platforms offer a wide range of choices and often provide user reviews.
  3. Travel Agents:
    • Travel agencies can make reservations on behalf of guests. This traditional mode allows guests to leverage the expertise of travel professionals.
  4. Walk-In Reservations:
    • Guests can directly visit the hotel without a prior reservation and request a room at the front desk. This method is suitable for spontaneous travelers or those without fixed plans.
  5. Corporate Reservations:
    • Businesses and corporations often make reservations for their employees or clients. This mode involves negotiated rates and may include additional services for business travelers.
  6. Central Reservation System (CRS):
    • Hotels use a centralized system to manage reservations. This system allows guests to make reservations through various channels, including the hotel’s website, phone, or third-party platforms.
  7. Mobile Apps:
    • Many hotels offer mobile apps that allow guests to make reservations, check-in, and access other services conveniently from their smartphones.
  8. Group Reservations:
    • Groups, such as conferences, weddings, or tour groups, can make reservations for multiple rooms. Group reservations often involve specific arrangements and rates.
  9. Email Reservations:
    • Some hotels accept reservations through email. Guests can send their reservation requests, and the hotel responds with confirmation details.
  10. Fax Reservations:
    • Although less common in the digital age, some hotels still accept reservations through fax. Guests send their reservation details via fax, and the hotel confirms the booking.
  11. Voice-Activated Reservations:
    • With the rise of voice-activated technology, some hotels integrate voice assistants like Alexa or Google Assistant to allow guests to make reservations using their voice commands.

Hotels often use a combination of these reservation modes to reach a broader audience and provide guests with various booking options. Each mode has its advantages and caters to different guest preferences and needs.

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