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Special Instructions Guide

The OTA Notes, Check In & Check Out sections of a reservation folio serve as your guide to payment, inclusions, and additional items for the booking.

It is crucial to thoroughly read and understand the these notes for every folio you check-in or out.

OTA Notes

The OTA Notes section is where important information about the reservation is entered.

If the guest has made any special requests - split beds, early arrival, etc. - they will be noted here.

Check In Notes

The layout of all instructions must adhere to the following format, and all instructions must be in uppercase:

PAYMENT METHOD RATE INCLUSIONS + ADDITIONAL ITEMS POE - BTP **PERM AUTH**
ROOM TYPE

Example:

The above reservation is Pay Own Account, meaning the guest must pa $299.25 for their room.
"RO" means Room Only, there are no inclusions in this reservation.
SUPT Means Superior Twin. This room will require split beds

  • Abbreviations should be in alphabetical order (e.g., B1INW).
  • The rate doesn’t require a ‘$’ sign.
  • For multiple nights:
    • With the same rate:
    • With different rates:
  • Abbreviations noted after the cost are inclusion (extras paid for as part of the reservation):
  • $300 rate includes room and breakfast for 2

  • Any additional charges are to be added after the '+' sign:
  • Guest will need to pay an extra $55 rollaway bed fee, as it has not been included in the accommodation rate.
  • Multiple payment method Communication:
  • Must be separated by ‘//’

    The first night of accommodation for this guest is being paid by direct bill, but the second night is to be settled by the guest.
Check Out Notes

Generally, the Check Out notes will only contain the total cost of the reservation.