hotel visit report sample

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How to Write a Visit Report

Last Updated: March 30, 2024 References

This article was co-authored by Madison Boehm . Madison Boehm is a Business Advisor and the Co-Founder of Jaxson Maximus, a men’s salon and custom clothiers based in southern Florida. She specializes in business development, operations, and finance. Additionally, she has experience in the salon, clothing, and retail sectors. Madison holds a BBA in Entrepreneurship and Marketing from The University of Houston. This article has been viewed 658,517 times.

Whether you’re a student or a professional, a visit report helps you document the procedures and processes at an industrial or corporate location. These reports are fairly straightforward. Describe the site first and explain what you did while you were there. If required, reflect on what you learned during your visit. No additional research or information is needed.

Writing a Visit Report

Explain the site's purpose, operations, and what happened during the visit. Identify the site's strengths and weaknesses, along with your recommendations for improvement. Include relevant photos or diagrams to supplement your report.

Describing the Site

• Reports are usually only 2-3 pages long, but in some cases, these reports may be much longer.
• In some cases, you may be asked to give recommendations or opinions about the site. In other cases, you will be asked only to describe the site.
• Ask your boss or instructor for models of other visit reports. If you can't get a model, look up samples online.

• If you visited a factory, explain what it is producing and what equipment it uses.
• If you visited a construction site, describe what is being constructed and how far along the construction is. You should also describe the terrain of the site and the layout.
• If you’re visiting a business, describe what the business does. State which department or part of the business you visited.
• If you’re visiting a school, identify which grades they teach. Note how many students attend the school. Name the teachers whose classes you observed.

• Who did you talk to? What did they tell you?
• What did you see at the site?
• What events took place? Did you attend a seminar, Q&A session, or interview?
• Did you see any demonstrations of equipment or techniques?

• For example, at a car factory, describe whether the cars are made by robots or humans. Describe each step of the assembly line.
• If you're visiting a business, talk about different departments within the business. Describe their corporate structure and identify what programs they use to conduct their business.

Reflecting on Your Visit

• Is there something you didn’t realize before that you learned while at the site?
• Who at the site provided helpful information?
• What was your favorite part of the visit and why?

• For example, you might state that the factory uses the latest technology but point out that employees need more training to work with the new equipment.
• If there was anything important left out of the visit, state what it was. For example, maybe you were hoping to see the main factory floor or to talk to the manager.

• Tailor your recommendations to the organization or institution that owns the site. What is practical and reasonable for them to do to improve their site?
• Be specific. Don’t just say they need to improve infrastructure. State what type of equipment they need or give advice on how to improve employee morale.

Formatting Your Report

• If you are following a certain style guideline, like APA or Chicago style, make sure to format the title page according to the rules of the handbook.

• Don’t just say “the visit was interesting” or “I was bored.” Be specific when describing what you learned or saw.

Sample Visit Report

Community Q&A

You Might Also Like

• ↑ http://services.unimelb.edu.au/__data/assets/pdf_file/0010/471286/Site_Reports_for_Engineers_Update_051112.pdf
• ↑ https://www.examples.com/business/visit-report.html
• ↑ https://www.thepensters.com/blog/industrial-visit-report-writing/
• ↑ https://eclass.aueb.gr/modules/document/file.php/ME342/Report%20Drafting.pdf

About This Article

To write a visit report, start by including a general introduction that tells your audience where and when you visited, who your contact was, and how you got there. Once you have the introduction written out, take 1 to 2 paragraphs to describe the purpose of the site you visited, including details like the size and layout. If you visited a business, talk about what the business does and describe any specific departments you went to. Then, summarize what happened during your visit in chronological order. Make sure to include people you met and what they told you. Toward the end of your report, reflect on your visit by identifying any strengths and weaknesses in how the site operates and provide any recommendations for improvement. For more help, including how to format your report, read on! Did this summary help you? Yes No

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Report on Hotel Visit Nepal Grade 11,12 email me @ [email protected]

2021, personal Blog

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• The perfect Hotel Report

The Perfect Hotel Report [+ Templates]

Click here to check our hotel report template right away!

The   hotel industry   is a time-sensitive business, you need to be able to track your   hotel performance   every day: Room revenue, the number of   guest rooms   booked on the   hotel property, etc. Your   hotel rooms   occupancy and   property management   needs to be taken care of and looked at almost in   real-time. 

Particularly with the new challenges that came with the   Covid-19   pandemic, the number of   room nights   sold, your   hotel performance, digital marketing efforts, and revenue   need to be tracked without you wasting time on gathering all the information yourself. 

To do all of this, you need a hotel report . 

What kind of   hotel report   should you get?

For your   hotel business, you need a   hotel performance   report that'll have all the   performance data   you need.

You could start off by using one of our many preset templates such as:

• Google Analytics report template
• Google Ads report template
• Social media report template
• Website performance report template

But how about a report that'll have   all  your specific hotel marketing  data easily available to you?

With an automated report specifically for the   hospitality industry ,   hoteliers   like you can track their most important hotel marketing KPIs without having to spend any time gathering the data from all your different platforms. 

No matter the niche or   hotel market   you are in, your   hotel management   will be a thousand times easier with a complete report including every data for your   hotel group.

Some Hotel KPIs to track

Your   hotel's performance   depends on multiple different factors, including the number of clients who book, the   check-ins, the   average daily rate, the number of   available rooms, your   revenue management, and much more! But you also need to track all your marketing performance, may it be SEO, PPC, or any other advertising efforts.

Of course, one of the most important metrics to track would be your   RevPar , or Revenue per   available room. This hotel metric is calculated by multiplying a hotel's average daily   room rate   (ADR) by its   occupancy rate.

You should also make sure to track your:

- Total revenue

- Average room rate (ADR)

- Cancellations

- Hotel occupancy

Some other performance data you should keep on mind for your hotel marketing report includes:

- Country performance (the performance of your hotel locations in different countries.)

- Booking by room type (which room types are your most popular)

- ROAS (return on ad spend)

- Sessions (number of visits on your website)

- Conversion rate (the number of conversions divided by the total number of visitors)

- Average booking value

Get your own   hotel report   template

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With our preset   hotel report   template , made for   hoteliers   and hotel managers, you can easily track all your   hotel business   performance. Simply choose the   time period   you want, connect your marketing platforms (from Google Ads to social media, Google Analytics, Google My Business, and way more!) and voilà!

Your   hotel report   will automatically be updated every single day with your data. 

The best part? You can try it right now with your own data for free,  no need to enter your   credit card   or   personal information, just your email and name, and you're good to go! 

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Dashpivot article – Site Visit Report example

Site Visit Report example

What is a site visit report.

A site visit report is a formal document that provides a detailed account of a visit to a particular location or project site.

It records the observations, activities, conditions, discussions, and any deviations or issues identified during the visit.

The report often includes recommendations or action items based on these findings.

It serves as an official record, aids in tracking progress or compliance, and can guide future decision-making.

What does the site visit report example cover?

Here's what's covered in the site visit report example:

• Report Title: Clearly indicating it's a "Site Visit Report."
• Project Name/Title: Name of the project or site.
• Location: Address or description of the site visited.
• Date of Visit: The exact date the visit took place.
• Prepared By: Name of the person or team who prepared the report.
• Introduction/Objective: A brief section detailing the purpose and objectives of the site visit.
• Attendees/Participants: A list of individuals present during the visit, including their roles or affiliations.
• Summary of Activities/Observations: A concise overview of what was done and seen during the visit.
• Project Progress: Status of ongoing work.
• Safety Measures: Observations related to safety precautions, PPE usage, and potential hazards.
• Quality of Work: Comments on the quality of work done so far.
• Equipment & Resources: Status and condition of machinery, tools, and other resources.
• Personnel: Feedback on staff performance, skill levels, or interactions.
• Issues or Concerns Identified: Any problems, discrepancies, or potential risks noticed during the visit.
• Recommendations: Based on observations and identified issues, suggest corrective actions, improvements, or next steps.
• Photos and Diagrams: Visual documentation can be invaluable in a site report. Include relevant photos with clear captions to illustrate points made in the report.
• Conclusion: Sum up the main findings and the overall impression from the site visit.
• Next Steps/Follow-Up Actions: Any scheduled follow-up visits, tasks to be done, or decisions to be made after the site visit.
• Attachments/Appendices: Additional materials, notes, or detailed data supporting the report's content.
• Signatures: Depending on the report's formality, it might be necessary for the person preparing the report and perhaps a superior or project stakeholder to sign off on its contents.

A well-prepared site visit report should be clear, concise, and structured. It provides a factual and objective account of the visit and serves as a vital tool for communication, decision-making, and record-keeping.

Site Visit Report example and sample

Below is an example of a site visit report in action. You can use this example in its entirety or sample it as needed.

Use a free Site Visit Report template based on this Site Visit Report example

Digitise this site visit report example.

Make it easy for your team to fill out site visit reports by using a standardised site visit report template .

The free digital site visit report comes pre-built with all the fields, section and information from the site visit report example above for your team to carry out detailed reports.

Customise the report with any extra information you need captured from your site visit reports with the drag and drop form builder.

Distribute your digital site visit report for your team on mobile or tablet so they can fill it out on site while the information is still fresh and at hand.

Create digital workflows for your site visit reports

Make it easy for your team to request, record and sign off on site visit reports by utilising a dedicated a site visit report app .

Automated workflows move a site visit request from planning to recording to signoff a smooth and simple process.

Quickly and easily share completed site visit reports as perfectly formatted PDF or CSV so your team is always across what's been recorded.

Take photos of site progress on site via your mobile or tablet, attach directly to your site visit reports with automatic timestamps, geotagging, photo markup and more.

Site diary template

Complete and organise your daily diaries more efficiently.

Meeting Minutes template

Capture, record and organise those meeting minutes.

Progress Claim template

Streamline and automate the progress claim process to get paid faster and look more professional.

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About Nick Chernih

Nick is the Senior Marketing Manager at Sitemate. He wants more people in the Built World to see the potential of doing things a different way - just because things are done one way doesn't mean it's the best way for you.

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33+ SAMPLE Visit Report Templates in Google Docs | Pages | PDF | MS Word

Visit report templates in google docs | pages | pdf | ms word, 33+ sample visit report templates, what is a visit report, the basic format of a visit report, how to write a proper visit report, what are some examples of a visit report, how many pages does a visit report have, what is a trip report memo.

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Why Are Visit Reports Important?

Step 1: determine your purpose, step 2: be observant and write what happened, step 3: reflect on your visit, step 4: download a template and insert the details, step 5: organize details according to the format.

• Site visit report
• Business visit report
• Field trip visit report
• Industrial visit report
• Monitoring visit report

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Lumiform / Checklists / Hotel Inspection Report: The Perfect Guide For Event Planners

Hotel Inspection Report: The Perfect Guide For Event Planners

What Is a Hotel Inspection Report?

Customers that host a big event conduct a hotel or venue inspection . They want to know if the function room has enough space for the guests. The clients can do the inspection . Others assign someone else to do the task and give them a hotel site visit checklist.

The inspector prepares a report and gives it to the clients. The narrative contains the dimensions of the room. He notes down the number of chairs and tables. Confirm the availability of devices necessary for seminars, conferences, or lectures.

Seminars and conferences for a day or more may include accommodation and food. In this case, the inspector must check the menu, quality of food, and price.

For accommodation, the checker determines if the rooms are clean . Are the beds comfortable? Check if the bathroom is clean and If there are clean towels. Is the shower working?

The surveyor must include information about the cleanliness of the place. Facilities important to the event must be available.

This article covers the following topics:

1. The types of hotel inspections

2. What to look for when conducting a hotel site inspection

3. The advantages of digital hotel inspection checklists

What Types of Hotel Inspection Are?

Hotels are hospitality establishments. They provide accommodation for people away from home. These establishments host small to big events. People hold wedding receptions, meetings, and conferences in hotels.

Hotel site visit checklist give the owner and management time to improve services.

Hotel owners or managers can expect inspections. Clients and concerned government agencies conduct inspections. They want to check their compliance with hotels to legal requirements. There are several types of hotel inspection and they are as follows:

• Hotel room inspection
• Hotel site inspection
• Pre-event site inspection checklist
• Hotel health and safety inspection

1. Hotel Room Inspection

This type of hotel room inspection checklist covers general guest room cleanliness, maintenance, amenities, and settings. Here is a sample checklist for the room survey.

• Doors work properly.
• Doors open and close properly and quietly.
• Light switches are working properly.
• Windows open and close properly.
• Windows are free of cracks.
• The window glass is clean.
• The drapes are straight and working properly.
• Controls of air conditioning or heater work properly.
• The air conditioning filter is clean.
• Beds are properly made pillows fluffed and straight.

Guest rooms must have clean ashtrays, a telephone directory, and a phonebook.

The inspector must also mention in the report if the room needs maintenance . If there are damages, the checker must take a picture and attach it to the report.

2. Hotel Site Inspection

Hotel site inspection covers the general cleanliness of the hotel and its surroundings. Below is a sample checklist:

• Cleanliness of the hotel
• The eagerness of the staff to get your business
• Enough meeting rooms and overnight guest rooms
• Function rooms
• Activities in surrounding areas
• Flexibility with group needs
• Suitability to attendees
• Transportation
• Accessibility

The site inspection report must specify airports and other amenities nearby. He must describe the condition of the surrounding areas.

3. Health and Safety Inspection

Hygienic and safe practices of a hotel are important. For health and safety inspectors, here is a sample of the checklist for kitchen operation.

• Cover stored food
• Clean storage areas
• Separate meat from other foods
• Staff checks received goods for quality and quantity
• Check expiration dates

What Should Look for When Conducting a Hotel Site Inspection?

Hotels are the most popular choice for an events site. Almost everything that the activity requires is in hotels. If the event is for a few days, staying in the hotel for the duration is the most convenient.

How do you choose a hotel venue? Here are some tips.

1. Make a guest list.

Prepare a preliminary list of your guests. It will help you estimate the space you will need. Knowing the venue capacity will prevent having too much or too small space.

2. Choose the right location

The location must be convenient for your guests. Hold wedding receptions close to the wedding venue.

Opt for a hotel near airport seminars or conferences. Many of the guests will take a plane to your city. You can narrow your hotel choices to those near the site.

3. Choose a location that suits the event

The venue must suit the event. Hotels have function rooms for this purpose. Rent a place with a spacious function room. Others would select a convention center for big crowds.

Hold children’s parties in hotels that have amenities children will love. Hotels with swimming pools are ideal. Another good choice is a hotel close to an amusement park or a children’s park.

4. Consider the theme of the event

Huge and elaborate weddings need a venue with classic elegance. The most ideal location can be a classic home or a grand hotel ballroom.

You can hold a reception for simple weddings in one of the smaller function rooms in a hotel. You can also have it in resort hotels.

5. Stay within the budget

Consider your budget when you select a place. Be clear on how much you can afford for food, entertainment, and location. Set aside an amount to cover extra expenses.

6. Inquire about amenities and other fees

Most amenities come with the venue package. Yet, consider extra fees for items outside of the package.

7. Tour event venues

Tour the place to see the space and amenities. Seeing the venue will help you estimate its capacity and amenities.

8. Gather information from others

Talking to people who are familiar with the site you have chosen. It is one way of knowing the suitability of the place.

9. Do some due diligence. Using a reputable place will prevent problems.

Check or tour a hotel or other event sites before you close the deal. This will save you from problems that can affect the atmosphere during the occasion.

Recommended Pages

• Maintenance and Servicing With App

Why Use a Digital Hotel Inspection Checklist?

Lumiform makes it easier for you to comply with the ever-increasing legal requirements for hotels. Use the Lumiform mobile app for documentation via smartphone or tablet, the app guides you through all documentation processes. Clean, transparent documentation helps you avoid high fines.

With the app, you can develop a paperless Hotel Inspection Report according to SOP within minutes or use one of our templates. Easily add a variety of functions, like capturing photos, signatures, checkboxes and much more to support your inspection procedure. At the end, you can export your completed hotel site visit checklist and send it straight to supervisors. The best part? Can be accessed at any time and from anywhere

• Hotel inspection checklist are carried out approximately 30%-50% faster, depending on the application.
• The form builder from Lumiform helps you to convert any individual paper list into a digital checklist without much effort.
• In addition, we offer more than 12,000 templates in our library to help companies get started digitally in no time.
• All results, images and comments are automatically bundled in a digital report .

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Max is a Content Writer at Lumiform originally from New York, NY. Before Lumiform, he worked at the fintech company, writing on a range of fintech-related topics. He has experience writing blogs, CRM communication, guides, and landing pages. In addition to a love of content writing, Max is passionate about standup comedy and cooking.

Hotel site inspection checklist

Ensure your hotel's excellence with our comprehensive site inspection checklist. Streamline operations, maintain quality standards, and enhance guest satisfaction effortlessly. Download our hotel inspection checklist today

Accommodation Inspection Checklist

This checklist will help you confirm that indoor and outdoor spaces are clean, safe, and functional. Inspect walkways, equipment, and facilities for signs of damage.

Venue inspection checklist template

Use this Venue Inspection Template during the project planning process to help the team track and compare the quality of the facilities and services offered by venues during the selection and inspection process.

Hotel Maintenance Checklist

Conduct your regular inspections with this general hotel maintenance checklist to help you keep track of facility safety and cleanliness.

Hotel Guest Feedback Form Template

Use this template to conduct hotel guest surveys and receive feedback about their stay. Try out this form for free.

Manager On Duty Report Template

This checklist will help you to carry out a comprehensive location check of all parts of the hotel. Carry out this check regularly to maintain the standard.

Your contact for all questions concerning Hotel Inspection Report Checklist

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4 hotel emails to build better guest relationships (+templates)

Stay up to date with the latest trends, insights and technology for hoteliers.

• First name *
• Last name *
• Property Name *
• Property Type * Property type* Hotel Bed and Breakfast Hostel Apartment Groups Vacation Homes Alternative Accommodations
• How many listings do you have?
• How many Addresses does your business have?
• * English Spanish Portuguese Franch Vietnamese Japanese Thai Italian

By Cloudbeds

Email remains one of the most effective ways to stay in contact with your guests before, during, and after their stay to establish trust and loyalty.

You can achieve various goals through email, including familiarizing guests with your property, managing expectations, and introducing upsells and add-ons . Here, Marta Nelson, Senior Manager of Training and Enablement at Cloudbeds, explains how to maximize guest engagement with email templates.

But what essentials should a guest email include to be helpful, timely, and relevant? Below, you’ll find the four most common email templates for hotels that you can adapt for your property right away. 

What makes good guest communication?

Over 4.2 billion people (or half of the world’s population) were email users in 2022. While guest communication is important for hoteliers, it must be done right, or it can be extremely offputting for guests. Here are a few components of effective guest communication. 

• It’s on-brand. First and foremost, the email must match your brand’s look and feel: the colors should match, the font should be familiar, and the imagery should align with your brand promise. Also, the content must be written in your brand voice. If you have a playful brand and the email is overly serious, it creates dissonance.
• It’s useful. This pertains especially to pre-stay communications, which should provide value to the guest in the form of useful information about the upcoming stay. Examples of useful information include where to park, what to do when you get there, or special events that guests may want to consider.
• It’s relevant. The email must be relevant to whatever stage the traveler is currently in, using the information you have about them. For example, if you send upsell opportunities in your email campaigns, ensure those offers align as closely as possible with what you know about the guest. 
• It’s timely. Not only should you give guests useful, relevant information, but you must also do it at the right time! Usually, this is when it’s top-of-mind, such as a few days before arrival or the instant a booking is created. 

4 common email templates 

Templates can be a lifesaver when it comes to guest communication. Using technology, you can automate processes so guests are sent an email template after a specific action is taken (using personalized fields). Here are a few of the most commonly used templates for your hotel email marketing strategy.

1. Hotel booking confirmation email template

Objective. To provide instant booking confirmation with all relevant details for the guest’s records. Booking confirmation gives guests peace of mind and reduces the volume of calls from guests who have not received a confirmation email. Remember that most guests are accustomed to the instant response of eCommerce , so manually sending out confirmation emails may not meet the expectations of today’s travelers.

Things to include. Reservation number/booking ID, type of room, dates of stay, check-in/check-out times, cost breakdown, location and contact information, cancellation policy, and social media profiles

How often to update. You should update the booking confirmation email template every few weeks to include upcoming events, special limited-time offers, and other items of interest for your guests.

{BOLD HEADER IMAGE THAT REFLECTS YOUR BRAND}

Hi [first name],

Thank you for choosing [hotel name]. We look forward to hosting your stay!

Here are your booking details:

Reservation Confirmation Number: [conf number]

Room Type: [room type]

Arrival date: [start date] 

Departure date: [end date]

Special requests: [special requests]

Address: [hotel address 1] 

Cancellations: [custom cancellation policy]

If you need to make changes or require assistance, please call [hotel phone] or email us at [hotel email]. 

We look forward to welcoming you in [hotel city] soon!

[hotel name]

{FOOTER: ADD SOCIAL MEDIA ICONS/LINKS & HOTEL WEBSITE}

Get access to this template and more! Get the eBook

2. Pre-arrival hotel email template

Objective. To get the guest excited about their upcoming stay while also providing important information to put their mind at ease. It’s so much easier for the guests to find a recent email than dig around for a booking confirmation. By sending out the pre-arrival email, you’ll resurface the relevant booking details and provide a useful resource for your guests’ upcoming stay.

Things to include. This email tends to be longer than the confirmation email. Include all of the relevant booking details (most of which will be repeated from the confirmation email), such as reservation number, room type, and length of stay. It’s not common to see a cost breakdown in these emails, but be sure to include functional details. You also want to include property information (such as check-in details, where to park, house rules, and upcoming events) and relevant upsells (like room upgrades, in-destination activities, and discounts for the cafe or spa treatment). It’s also really common – and highly recommended –  to include a link to a local guide curated by your property.

How often to update. Similar to the booking confirmation, you’ll want to align updates with your property’s event calendar. And, as long as you’re using a third-party integration (see the last section for more details) to automatically match upsell offers with each guest’s profile, the template won’t need to be updated as often.

Your stay is just around the corner! Here are a few details to know before you arrive:  

Reservation # [conf number]

Guest name: [full name]

Number of nights: [nights]

Room type: [room type]

Check in: __:__ {fill in with your check in time}

Check out: __:__ {fill in with you check out time}

Parking: {ADD RELATIVE PARKING INFO} (e.g. Parking is easy and complimentary: just grab a spot anywhere in the lot directly adjacent to the hotel or add details about your parking fee.)  

Important information: {Use this section to add details such as: HOUSE RULES, ANNOUNCEMENTS, POLICIES, PAYMENT DETAILS, WIFI INFO, etc} 

Kick off your stay at [hotel name]

{ADD PROMOTIONS} EXAMPLE: Enjoy daily happy hour in the lobby from 3-6 pm.   

Special Offers:

• $100 couple’s dinner – includes 3 courses and a bottle of wine. Please call or email to make a reservation. 
• Half-off Fridays – all appetizers are 50% off every Friday in January.

Get the most out of [city] 

Here’s what’s going on around town this week.

{CUSTOMIZE WITH A FEW KEY EVENTS OR A LINK TO A CALENDAR} 

Check out our local guide for hand-picked recommendations on the best places to eat, visit, and explore. 

If you need us, just contact us at [hotel phone number] or [hotel email]

See you soon!

{FOOTER: ADD SOCIAL MEDIA ICONS/LINKS}

3. Post-stay hotel email template 

Objective. The post-stay email should have two goals: Gather guest feedback and encourage online reviews. By proactively asking for feedback, you can catch any potential issues before they become less-than-stellar reviews online. By requesting reviews, you’ll also keep up your review frequency – criteria used by most OTAs when determining how to rank your hotel in relevant searches. Don’t forget to reply to your online reviews too! 

Things to include. You want to include a way for guests to reach out directly to the general manager for any specific feedback. You’ll also want to include links to your hotel’s most important review platforms, such as TripAdvisor. 

How often to update. The post-stay email is very direct and transactional. So it will not need to be updated very often. You will want to revisit it at least quarterly to make sure that the URLs are working and that everything else still matches your brand’s communication style.

{ BOLD HEADER IMAGE THAT REFLECTS YOUR BRAND}

Thanks again for choosing to spend your time in [hotel city] with us! How was your stay at [hotel name]?   

Your feedback is valuable and essential to us and future guests.

Please take a moment to share your experience {ADD LINK TO REVIEW SITE, TripAdvisor, etc.} 

We’re committed to addressing any issues that come up during your stay with us. If you have any comments on how we can improve, please respond to this email directly or give us a call at [hotel phone number]  

We hope that you’ll join us again soon.

4. Re-engagement hotel email template 

Objective. To nurture longer-term relationships with past guests. Re-engagement emails are especially effective when targeting guests within driving distance who may be considering a spontaneous trip.

Things to include. Content related to ongoing events and seasonal activities can entice potential guests to revisit your property. You should also include a call-to-action and any promotional offers for return guests. Try to make these emails as personalized as possible. To do this, collect information like their birthday or anniversary to send special deals or even their “6-month anniversary of staying with you”. These small personalization tokens can significantly improve engagement. 

How often to update. Out of all of the templates, this one is the most dynamic. You want to create re-engagement templates for specific guest segments, which can be easily reused for future marketing campaigns. We recommend updating this template for each re-engagement campaign so that you’re not sending identical emails each time. Also: test your email subject lines to determine which ones perform best and update your email list periodically.

{EXAMPLE TEXT. THIS EMAIL WILL NEED TO BE CUSTOMIZED TO YOUR LOCATION}

Come experience fall in [hotel city]!

Fall is a great time to come back and visit us to experience the East Coast’s most vibrant seasonal changes. From the changing leaves to picking fresh apples, there are endless fall activities for all ages {HINT: YOU CAN CUSTOMIZE THIS EMAIL TO CATER TO COUPLES, SOLO TRAVELERS, FAMILIES, ETC.} 

Here’s a little taste of what you can expect this season. {ADD RELATIVE LINKS AND IMAGES FOR EACH EXAMPLE}

Top 25 Fall Activities in [hotel city] 

Our Favorite Fall Recipes [Great to include if you have an on-site restaurant]

The Top 10 Festival Activities We’re Excited for this Fall Season 

Check out our Instagram {ADD LINK} to track the colors changing at our property. It’s always a beautiful sight!

{ADD A CTA: BOOK YOUR FALL STAY AND ENJOY A COMPLIMENTARY SUNSET COCKTAIL FOR TWO}

Guest email example: Bode Hotel Nashville 

The email templates for hotels displayed above will give you the basis for your property’s emails, but of course, they must be modified to cater to your property and guests. You can be as creative or straightforward as you like!

Below is an example of an effective, on-brand, and well-thought-out pre-arrival email from Bode Hotel in Nashville. It puts guests at ease by providing everything they need to know about their upcoming stay and also gives them a sense of the type of experience they’re in for. Providing this important information in advance reduces uncertainty and sets the tone for the next stay. And, if there are any further questions, it makes it clear how best to get in touch.  

Even though they may be automated, these emails set the tone and highlight your property’s responsiveness. Take a look at the template below to see how it’s done. 

Marketing tools to automate your guest communication

Automation is a hotelier’s best friend in the hospitality industry. It increases consistency, reduces errors, and eliminates tedious manual work, saving you a ton of time. Guest communications , like pre- and post-stay emails (follow-up) or messages (via Whatsapp, Messenger, or SMS), are perfectly suited for automation. Rather than manually pulling this information for each guest before arrival, the automated workflow takes care of it seamlessly. 

Beyond the positive impact on the guest experience and time efficiency, automation can also power your incremental revenues by offering perfectly timed upsells and boosting your hotel’s online reputation by capturing more guest reviews.  

The Cloudbeds Platform has a fully integrated email automation system to help lodging businesses streamline communications throughout the guest journey. We also offer a guest engagement platform for hoteliers to stay connected with their guests using multiple messaging channels, a unified inbox, and automated translations.

All of our templates can be customized with the information that’s most important to your guests and then scheduled based on triggers, such as new bookings, check-ins, or reservation changes received in your property management system (PMS) .

Guest communication integrations

In addition to our guest engagement tools, we integrate with other service providers (via the Cloudbeds Marketplace ) that empower your property with automated communications. Here are a few options:

• Experience Hotel is a guest experience CRM that includes automated upsells, requests for feedback and reviews, and loyalty/rewards campaigns. It’s all driven by dynamic marketing communications based on each guest’s profile.  
• Duve is a holistic guest management platform that includes contactless check-in, a multi-channel communication hub, and a guest app with a built-in upselling system. 
• Akia is a powerful messaging platform that enables hotels to streamline operations, facilitate contactless check-in, and provide two-way communication with guests and staff. 
• Visito A I is an all-in-one messaging solution powered by AI to provide enhanced guest communication. 

You’ll enjoy a sustained and straightforward guest communications strategy once you build out powerful hotel email templates and set your automation rules. You’ll never have to send these types of emails again manually.

One final piece of advice: revisit your templates and automation periodically to be sure that everything is still functioning as it should. One indicator of a potential problem is if you notice a sudden dip in open rates or hotel guests complain that they did not receive an email. 

Take the time to analyze results, improve your templates, and optimize to turn your property’s email channel into a digital marketing source of incremental revenue.

Learn how Cloudbeds can help you with email automation. Book your free demo

About Cloudbeds

Cloudbeds is the leading platform redefining the concept of PMS for the hospitality industry, serving tens of thousands of properties in more than 150 countries worldwide. Built from the ground up to be masterfully unified and scalable, the award-winning Cloudbeds Platform brings together built-in and integrated solutions that modernize hotel operations, distribution, guest experience, and data & analytics.

Founded in 2012, Cloudbeds has been named a top PMS, Hotel Management System and Channel Manager (2021-2024) by Hotel Tech Report, World’s Best Hotel PMS Solutions Provider (2022) by World Travel Awards, and recognized in Deloitte’s Technology Fast 500 in 2023. 

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Home » Report Templates » Free Industry Visit Report Templates (Excel / Word / PDF)

Report Templates

Free industry visit report templates (excel / word / pdf).

When an individual visits the industry whether he or she is a student or an employee, they need an industry visit report template to create a visit report. This document contains a detailed summary of the visit organized in a sequence.

Table of Contents

How to write an industry visit report?

Here are the steps to write an industry visit report;

Introduction

In this section, provide the introductory information about the event including;

• Who proposed and organized it
• Complete designation of the facility you’ve visited
• The name of your college or company
• The names and positions of people who played a significant role in organizing and implementing the event
• Faculty members who are associated with the students or employees
• Total number of people involved in it

Details of Visit

Here, you need to provide the following details about the visit;

• The timeline of the visit
• Point-by-point detail of every part of your journey
• Where and when you started
• What industries and facilities you’ve visited
• Where and when you attended seminars
• When the event ended
• When you come back

Detailed descriptions

Describe the important stages of your visit in detail. In case, you have attended seminars then specify the following;

• When and where they took place
• How long they lasted
• Who conducted them
• What they were about
• What you’ve learned
• Your general impressions

In addition, if you have visited any specific places then mention the locations, staff members that are with you during the visit, knowledge you got during the visit, and your feedback about the visit.

Travel details

This part of your report includes technical and statistical details;

• Names of the people or students who are with you during the visit
• The place where you stayed

Feedback from students or employees

In the end, the students or employees have to provide their generalized opinion of the whole event. State whether it was useful and whether you got any specific new knowledge and experiences from it.

Store Visit Report Form

School visit report form, site visit report sample, industry visit report template, team home visit report template, field visit report template, sales person daily progress report template, construction site visit report template, business visit report template.

It provides you with updated details regarding the current events after a visit. It facilitates decision-making in a company.

First, state the general information about the visit and specify the purpose of the visit. Describe the entire visit in detail and summarize the report with important information.

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I am Ryan Duffy and legal writer. I received a bachelor of business administration (BBA) degree from London Business School. I have 8+ years of writing experience in the different template fields and working with ExcelTMP.com for 7 years. I work with a team of writers and business and legal professionals to provide you with the best templates.

eZee Absolute

Online Hotel Management System

Excuse Me! Are You Looking for Hotel Reports? Here They Are

The moment I started working on this blog, I felt nostalgic. It took me back to my college days, when I was completing my internship at the Lemon Tree hotel. 

The memories of night audit, creating hotel reports and discussing them with my manager; all flashed across my mind. 

I still remember our hotel’s front office manager telling me – 

In this blog, let me share…

What are some of the important hotel reports?

• Front office reports
• High balance report
• Daily arrival and departure report
• Concierge report
• Night audit reports
• Manager report
• Daily forecast report
• Daily sales recapitulation report
• Cashier report
• Point of sales report
• F&B reports?
• Restaurant sales report
• Kitchen reports
• Wastage report
• Housekeeping reports
• Room occupancy report
• Minibar sales report

As we all know, a hotel has two major divisions:

• Operations (Front office, food and beverage (F & B), kitchen, housekeeping)
• Admin (HR, finance, maintenance, purchase, sales and marketing)

And, each department has a few crucial reports. Let’s take a dig at each of them individually

1. Front office reports

The front office department handles one of the core aspects of the hotel “Room Revenue”.

A majority of the transactional processes such as reservations, night audit, bill settlement, and others fall in the front office department. These transactions get reflected in certain hotel reports.

Here are some of the front office reports used in hotels.

a. High balance report

Many hotels have credit facility to let guests extend their stay, without worrying about payments.

It enables guests to use services at the moment and pay later. This amount is settled during check-out.  

It’s given based on the fidelity of the guests and their credit scores. But, it has certain limitations known as the house limit.

Everyday, the night auditor checks if any guests have crossed the house limit. Details of such guests are registered in the high balance report.

For instance, a guest staying in your hotel has a house limit of $500. However, night auditor notices that the guest has a pending bill of $850.

He will immediately create a high balance report and share it with the front office manager (FOM). The guest receives an email from FOM to pay the exceeding amount.

In the case of corporate billing, hotels send invoices to the company’s accounts department. 

Here is a sample of a high balance report used in the hotels for your reference.

b. Daily arrival and departure report

Hotels have numerous check-ins and check-outs every day. It’s mandatory to keep their records.

A copy of this report is available with the housekeeping, sales and concierge departments, mainly because:

• The front desk staff can initiate the check-out process for guests with early departure. This would save time and avoid chaos in the bill reconciliation process.
• The housekeeping department can get the rooms ready before the guest arrivals, so they don’t have to wait for room allocation.
• It assists the sales and marketing team with the count of rooms available for booking.
• The concierge can align the pick-up and drop off facility for the arriving and departing guests.

Here’s how the arrival and departure reports look like.

c. Concierge report

A concierge’s task is to make travel arrangements for guests residing in the hotel. It could be either pick-up and drop-off or local sightseeing. 

The guests can request for these services at the concierge’s desk or reception as per their convenience.

The concierge shares a detailed report of all the travel services guests availed with the front desk, at the day end.

Some guests opt for the prepaid way, while the ones with a house limit prefer to pay later. 

The night auditor posts these charges in respective guests’ folios. If you don’t have a concierge report, here’s a format for your reference.

2. Night audit reports

Night audit is one of the principal processes in hotel operations. It marks the start of a new day. 

This process summarises the performance of a hotel on a day-to-day basis. The data is shared in the form of various reports.

Let’s take a look at different types of night audit reports.

a. Manager report

The manager report is the most critical one for any hotel. It provides details of the revenue realised by every department along with the forecasted figures.

These figures are on MTD (Month to date) and YTD (Year to date) basis. It helps in evaluating hotels performance.

Some of the key factors in the report are:

• ADR (Average daily rate)
• ARR (Average room revenue)
• Average occupancy
• RevPAR (Revenue per available room)

Here’s a hotel night audit report sample for your reference.

b. Daily forecast report 

Every hotel works on a pre-planning basis and the daily forecast report helps to achieve this. 

It encompasses various decision-making aspects such as the upcoming arrivals, departures, ARR and so on. This data is vital for forecasting hotels revenue and room sales. 

Moreover, factors such as events, holidays, competitors performance and others, are considered while forecasting revenue figures.

This hotel report assists the sales and front office department in planning their day accordingly.

You can try a simpler version of this report. Here’s how it looks.

c. Daily sales recapitulation report

Every department submits its sales report to the night auditor for reconciliation with bills and total revenue. However, for any hotel’s manager, it won’t be possible to look at all of them every day.

So, a daily sales recapitulation report is generated to ease this task. It is a summarised data of revenue from every department individually.

This assists in focusing on lower revenue-generating areas and taking corrective steps to improve them.

You can use the given format and start recording sales figures of every department in your hotel.

d. Cashier report

The cashier report is prepared for all the transactions in the front office department involving cash inflow and outflow.

If the hotel has a facility of foreign currency exchange, then it’s details are also logged into this report.

It’s mandatory for staff to handover the report during shift change. It is tallied at the end of the day and submitted to the accounts department. 

You can refer to the below-mentioned cashier’s report format for maintaining the records.

e. POS (Point of sales) terminal report

Once the night audit process begins, the transactions in the POS terminals are settled. It is cross-checked with the bills generated and merchant copy of transaction receipts.

The POS has an option for settlement. All you need to do is, initiate the process and it will automatically generate the report for you. 

3. F&B reports

The F&B department is a part of the revenue-generating division in hotels. Any outlet serving food or beverage falls under the F&B department. 

Most hotels have 3 basic outlets: Restaurant, bar and banquet. But, it all depends on the hotel’s classification. 

For example, a 5-star categorised hotel may have multiple restaurants and speciality bars. Meanwhile, a budget segment may have only one. 

The F&B supervisor shares a consolidated report with the night auditor for making relevant updates.

a. Restaurant sales report

The restaurant sales report comprises revenue generated from the food and beverage sales in a hotel.

Sales data of every shift is considered separately. This revenue is divided into different segments such as liquor, food and so on. 

Some hotels don’t serve alcohol. In such cases, the report consists only the food sales from all outlets.

Before generating the report, KOTs (Kitchen order tickets) are rechecked for any missing entries. Many restaurant POS software even provides an analysis of budgeted and actual revenue.

Here is a basic version of the restaurant report which you can customise as per your convenience.

4. Kitchen reports

The kitchen department is one of the main pillars of F&B service, as the hotel’s restaurant is entirely dependent on it. 

They also play a crucial role in revenue management. Here’s a report that every hotel should have to reduce their costs.

a. Wastage report

Everyday hotels have a certain amount of food wastage, and it is essential to keep a track of it before dumping. 

A basic comparison of wastage with the previous day would give you an evaluation of the loss incurred.

You need to take stern action if the amount is increasing daily or you may have a catastrophe in your hand. 

Here’s the format to record and analyse the wastage of your hotel’s kitchen. 

5. Housekeeping reports

The housekeeping department is also known as the backbone of the hotels. It falls under the cost-generating division, yet it is of equal importance.

As I mentioned previously, I did my internship in the hospitality industry. I can still recollect pulling all-nighters to clean the dirty rooms for the upcoming arrivals. 

Cleaning the lobby, preparing beds, cross-checking all rooms and much more to ensure that guests have a comfortable stay.

We had to complete every task as per the checklist, and create a report based on the same.

Here are two cardinal hotel reports in the housekeeping department to look into.

a. Room occupancy report

Sometimes guests have visitors in their rooms. As per the hotel’s policy, visitors are not allowed to stay overnight. 

The housekeeping department fills room occupancy report during the morning and turndown service.

It helps the receptionist and security to inform guests about hotels visitor policies. Also, it is important from security aspects.

Like other hotel reports, this one also has different formats. But, here’s a basic one for you to start with.

b. Minibar sales report 

Housekeeping has its share of contribution to hotels revenue with minibar sales. Any item placed in the minibar is on a chargeable basis.

The housekeeping personnel checks the minibar while cleaning any room or before guests’ check-out. The guests have to pay for any item they have consumed.  

The housekeeping supervisor shares the minibar bills and sales report with the front office department to update in guests’ folio.

Here’s how a minibar sales report looks.

Reports are necessary for every hotel to analyse its performance. However, with developing technology, the tasks are now automated.

I have listed all the important hotel reports you need to look into. You can share your thoughts on it and let us know if there’s any report which I have missed on. 

Smart hoteliers are using this for revenue optimization! Are you?

Check out eZee Mint, the latest addition to our solutions.

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Report Templates

21+ visit report templates.

For every business’s marketing initiative, a customer visit is one of the most vital activities a company’s product manager should do. This is to ensure that you get direct feedback from your customers  regarding how your product has impacted your costumes, in both positive and negative aspects. You get a list of action items that you need to do to improve your product based on customer suggestions.

Customer Visit Report Template Word

File Formats:

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Visit Report Format

Site Visit Report Template

Field Visit Report Format

Market Visit Report Sample

Site Report Format

Field Trip Report Template

Customer Visit Report Template

Creating a Visit Report:

1. Describe the Site

2. operations at the site, 3. reflect your visit, 4. format your report, free daily field visit report in pdf format.

Free Company Engineers IT Site Observation Report Template

Free Industrial Visit Site Report Template

Free Data Quality Site in Doc Format

Free One Day Home Training Visit Report Template

How to Write a Visit Report?

• Taking down simple notes during your visit can help you later on, while you make the report. Request reports and other documentation you’ll need to back up the input you are compiling and ensure that you have authorization from your source.
• Begin analyzing raw data for your visit report as soon as possible. You can follow your organization’s format or download and edit any of the above-mentioned printable templates easily.
• Start your visit report with an area emphasizing typical data such as the name of the site, address, contact person, arrival, and purpose and objectives of the visit.
• Write an introduction telling the organization you visited. Mention who are those you interacted with while on site. Exclude sensitive information from your quarterly report .
• Don’t forget to proofread your first draft. Add titles, subheadings, bullet points, and other organizing details.
• Arrange the attachments following your visit report in an organized manner.

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Free NGO Site Visit Summary Report in PDF Format

How to Write a Report?

• Make your research – Ensure you have the right number of sources for your services report.
• Always make sure that your sources are reliable – Make sure to double-check any facts you find. It is recommended to stay with the details gathered by known experts.
• Write a report states – This serves as the main concept of the report layout . This summarizes what you want to prove in your report for your reader.
• Write a precise and engaging introduction – Your goal is to entice readers to read your report. You should provide some background details on your topic.
• Write your content – The body paragraphs are where you describe the evidence that supports your report. Each paragraph contains a topic sentence and supports the proof sentence.
• Create your conclusion – This part should summarize your report and provide your final input.

1. What is a Visit Report?

2. what information does a visit report contain, 3. what is the importance of a visit report, 4. what are the benefits of using a report, 5. what are some examples of visit reports.

• Professional visit report
• Monitoring visit report
• Business visit report
• Site visit report
• Industrial visit report
• Field trip visit report, etc.

More in Report Templates

Simple industry visit report template, hospital site visit report template, it site visit report template, technical site visit report template, project site visit report template, sales site visit report template, hotel site visit report template, security site visit report template, job site visit report template, customer site visit report template.

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Kitaiskaya Gramota

Ratings and reviews, location and contact.

This is a picturesque place, we had a meeting with our Chinese colleagues. In spite of the fact, that it was a business meeting, we had a nice informal conversation and our friends felt comfortable in their zone of comfort – Chinese environment. This is... first of all portraits of Mao and details of décor – everything is created according to Chinese culture! More

Many thanks for your feedback. We are really happy that your visiting of our restaurant was great! Will wait to see you again, thank you!

Not the best Chinese place in Moscow. Nothing bad and nothing good, thats why the mark is average. Accept cash only, which is in my opinion is kinda ancient. Service was ok, personnel also fine. More

Dear Anatoly S, Thank you for your feedback and for your opinion. We are located not in Moscow, but in Moscow region. We are glad you enjoyed our service. We hope to see you again, and we hope you'll change your opinion to the best!... More

Good chinese restaurant in this location , but the taste of meal could be better. Not authentic chinese food, More

Dear Egor, thank you very much for your attention! We are very pleased to receive your reply. We cook not authentic chinese food, but it's more adapted version. But if you would love to order an authentic version, please, feel free to ask your waiter... More

The Unique Burial of a Child of Early Scythian Time at the Cemetery of Saryg-Bulun (Tuva)

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Pages:  379-406

In 1988, the Tuvan Archaeological Expedition (led by M. E. Kilunovskaya and V. A. Semenov) discovered a unique burial of the early Iron Age at Saryg-Bulun in Central Tuva. There are two burial mounds of the Aldy-Bel culture dated by 7th century BC. Within the barrows, which adjoined one another, forming a figure-of-eight, there were discovered 7 burials, from which a representative collection of artifacts was recovered. Burial 5 was the most unique, it was found in a coffin made of a larch trunk, with a tightly closed lid. Due to the preservative properties of larch and lack of air access, the coffin contained a well-preserved mummy of a child with an accompanying set of grave goods. The interred individual retained the skin on his face and had a leather headdress painted with red pigment and a coat, sewn from jerboa fur. The coat was belted with a leather belt with bronze ornaments and buckles. Besides that, a leather quiver with arrows with the shafts decorated with painted ornaments, fully preserved battle pick and a bow were buried in the coffin. Unexpectedly, the full-genomic analysis, showed that the individual was female. This fact opens a new aspect in the study of the social history of the Scythian society and perhaps brings us back to the myth of the Amazons, discussed by Herodotus. Of course, this discovery is unique in its preservation for the Scythian culture of Tuva and requires careful study and conservation.

Keywords: Tuva, Early Iron Age, early Scythian period, Aldy-Bel culture, barrow, burial in the coffin, mummy, full genome sequencing, aDNA

Information about authors: Marina Kilunovskaya (Saint Petersburg, Russian Federation). Candidate of Historical Sciences. Institute for the History of Material Culture of the Russian Academy of Sciences. Dvortsovaya Emb., 18, Saint Petersburg, 191186, Russian Federation E-mail: [email protected] Vladimir Semenov (Saint Petersburg, Russian Federation). Candidate of Historical Sciences. Institute for the History of Material Culture of the Russian Academy of Sciences. Dvortsovaya Emb., 18, Saint Petersburg, 191186, Russian Federation E-mail: [email protected] Varvara Busova  (Moscow, Russian Federation).  (Saint Petersburg, Russian Federation). Institute for the History of Material Culture of the Russian Academy of Sciences.  Dvortsovaya Emb., 18, Saint Petersburg, 191186, Russian Federation E-mail:  [email protected] Kharis Mustafin  (Moscow, Russian Federation). Candidate of Technical Sciences. Moscow Institute of Physics and Technology.  Institutsky Lane, 9, Dolgoprudny, 141701, Moscow Oblast, Russian Federation E-mail:  [email protected] Irina Alborova  (Moscow, Russian Federation). Candidate of Biological Sciences. Moscow Institute of Physics and Technology.  Institutsky Lane, 9, Dolgoprudny, 141701, Moscow Oblast, Russian Federation E-mail:  [email protected] Alina Matzvai  (Moscow, Russian Federation). Moscow Institute of Physics and Technology.  Institutsky Lane, 9, Dolgoprudny, 141701, Moscow Oblast, Russian Federation E-mail:  [email protected]

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" DIR: West; bigger nice evening sun but louder due to main street DIR:East; Quiter, very bright in the morning if sun rises "

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