You need to gather essential information when taking guest reservations for your bed & breakfast by phone, and you’d be surprised how easy it is to forget the basics. To cover all the bases, begin by taking down the following information:
Date reservation taken and who took the reservation
Guest name(s), address, telephone (day, evening, cell), and e-mail
Arrival and departure dates (confirm number of nights)
Room selected and special add-ons
Reason for visiting the area and whether this is a special occasion
Referral source (how they originally found you)
Credit card number, expiration, 3 digits on back (4 digits on front of AMEX)
Wrap things up by
Confirming the rate plus tax and any additional charges
Reviewing policies (especially deposit and cancellation policies) and check-in time (ask for approximate arrival time)
Noting any dietary restrictions or allergies
Offering to make reservations for dining, events, tours, and so on
* Telling guest the next step such as a follow-up confirmation by e-mail
