Hotel MD (Managing Director) Reports SOPs | A Complete Standard Operating Procedure Guide

The Managing Director (MD) Reports SOP ensures every department submits accurate, timely, and standardized reports that help top management monitor hotel performance and make strategic decisions. Below is a fully detailed SOP along with daily, weekly, and monthly report formats.

Efficient reporting to the Managing Director (MD) is essential for the smooth functioning of any hotel.

1. Purpose of MD Reports SOP

The purpose of this SOP is to:

• Ensure timely and accurate reporting to the MD.

• Maintain transparency across all departments.

• Provide clear performance updates and highlight operational issues.

• Support strategic decisions with factual data and analysis.

2. Scope

This SOP applies to:

• All HODs (Front Office, Housekeeping, F&B, Kitchen, Sales, Finance, HR, Engineering, Security).

• General Manager.

• Executive Office Team.

3. Responsibilities

General Manager

• Collect, verify, and submit reports to MD.

• Ensure data accuracy and timely submission.

• Highlight key issues and required approvals.

HODs

• Submit department-specific reports on time.

• Maintain record logs for audit and reference.

Executive Office

• Compile, format, and archive reports.

• Maintain confidentiality and professional documentation.

2. Weekly MD Report

Submitted every Monday

• Weekly revenue & department comparison

• Room occupancy and business source analysis

• Guest satisfaction and feedback summary

• Major events, conferences, and banquet updates

• Maintenance and engineering updates

• Staff performance, training completed

• Cost control update

• Pending works & action plan

Monthly MD Report

Submitted by 5th of every month

• Monthly revenue analysis (Rooms, F&B, Events)

• Market performance and competitor comparison

• Financial summary (profit/loss, cost vs. budget)

• Housekeeping performance (linen control, room productivity)

• Kitchen & F&B performance (food cost %, wastage control)

• Front Office upselling report

• Sales & marketing activities

• Staff HR report (attrition, hiring, training hours)

• Safety & compliance updates

• Capital expenditure requirements

• Future forecast & strategies

4. Responsibilities

General Manager

• Consolidate all reports from HODs

• Verify accuracy and highlight critical issues

• Submit final report to MD

HODs

• Prepare department reports as per format

• Submit to GM on time

• Maintain accurate data and logs

Executive Office

• Compile, format, and archive reports

• Maintain confidentiality and data security

(b) Department Monthly Highlights

Front Office

• Guest satisfaction summary

• Upselling revenue

• Night audit summary

Housekeeping

• Linen inventory report

• Room productivity

• Lost & Found details

F&B / Kitchen

• Food cost %

• Inventory and wastage report

• Menu performance

Sales & Marketing

• Targets achieved

• Leads generated

• Conversions

Engineering

• Energy consumption report

• Preventive maintenance

• Pending work

HR Department

• Manpower status

• Staff training hours

• Attrition rate

5. Report Submission Timeline

Report Type	Submitted By	Submission Time
Daily MD Report	GM	Before 11:00 AM
Weekly MD Report	GM	Every Monday
Monthly MD Report	All HODs → GM → MD	Before 5th of month

6. Reporting Format Guidelines

• Use hotel-approved template

• Data must be accurate, verified, and supported by evidence

• Use charts and graphs for clarity

• Highlight: Achievements, Problems, Action Taken, Pending Work

• Keep the report professional and to the point

(b) Safety & Compliance

• Fire safety audit

• Pest control

• Hygiene inspection

• Statutory compliance status

(c) Action Plan for Next Month

• Operational goals

• Sales strategy

• Cost control plan

• Staff development plan

7. Confidentiality

All MD Reports are confidential and must not be shared outside management.Proper storage and secure email channels must be used.

8. Benefits of Following This SOP

• Smooth communication between departments and MD

• Better decision-making

• Strong financial control

• Improved guest experience

• Increased operational efficiency

• Professional accountability across hotel operations