Leave Form Application | Room Booking Voucher | Room Booking Register

Smooth internal administration and organized front office operations are essential for the success of any hotel or hospitality business. Documents such as the Leave Form Application, Room Booking Voucher, and Room Booking Register help maintain discipline, transparency, and efficiency across departments. These formats support HR management, reservation control, and guest service excellence.

1. Leave Form Application

What Is a Leave Form Application?

A Leave Form Application is an official document used by hotel employees to request leave from duty. It ensures proper workforce planning and avoids operational disruptions.

Common Details in a Leave Form

• Employee Name & ID

• Department & Designation

• Type of Leave (Casual, Sick, Earned, Comp-Off)

• Leave Period (From – To)

• Total Number of Days

• Reason for Leave

• Contact Details During Leave

• HOD Recommendation

• HR & Management Approval

Importance of Leave Forms in Hotels

• Maintains staff discipline and attendance records

• Helps in manpower planning and shift scheduling

• Avoids last-minute staff shortages

• Ensures transparency and policy compliance

• Supports payroll and statutory audits

A proper leave management system improves staff morale and operational continuity.

2. Room Booking Voucher

What Is a Room Booking Voucher?

A Room Booking Voucher is a confirmation document issued to guests or travel agents after a room reservation is made. It acts as proof of booking and reference at the time of check-in.

Key Information on a Room Booking Voucher

• Guest Name

• Booking Reference Number

• Check-in & Check-out Dates

• Room Type & Number of Rooms

• Meal Plan (EP / CP / MAP / AP)

• Tariff Details & Taxes

• Payment Mode & Advance Received

• Cancellation Policy

• Hotel Contact Information

Uses of a Room Booking Voucher

• Confirms guest reservation details

• Reduces check-in disputes

• Improves coordination with front office and housekeeping

• Helps in billing accuracy

• Builds guest trust and professionalism

A clear and well-designed voucher enhances the guest experience even before arrival.

3. Room Booking Register

What Is a Room Booking Register?

A Room Booking Register is a manual or digital record used by the reservations or front office team to log all room bookings received through various channels.

Information Recorded in a Booking Register

• Booking Date

• Guest Name

• Contact Details

• Check-in & Check-out Dates

• Room Type

• Source of Booking (Direct, OTA, Corporate, Travel Agent)

• Rate & Payment Status

• Remarks (Special Requests, VIP, Repeat Guest)

Importance of a Room Booking Register

• Prevents overbooking and booking errors

• Helps track reservation trends

• Supports occupancy forecasting

• Acts as a backup during system downtime

• Improves coordination between departments

The Leave Form Application, Room Booking Voucher, and Room Booking Register are vital administrative and operational tools in the hospitality industry. When maintained accurately, these documents help ensure smooth HR processes, error-free reservations, and superior guest service.

Hotels that focus on proper documentation build stronger internal systems and deliver consistent guest satisfaction.