Quality Assurance – Room Inspections and Preparation

Procedure Steps

Step 1: Pre-Inspection Preparation

1. Gather Materials:

   • Bring a printed checklist (see reference material).

   • Have a phone or radio for reporting issues.

   • Carry a cleaning cloth for minor touch-ups, if necessary.

2. Check the Reservation List:

   • Identify which rooms are due for check-in.

   • Gather any notes from the reservation system (e.g., VIP, packages, or specific requests).

Step 2: Room Inspection Checklist

1. Inspect Each Area:

   • Kitchen (if applicable):

     • Check all appliances (clean, functional, no stains).

     • Ensure sugar, coffee, and filters are stocked.

     • Verify utensils are clean and complete.

     • Check trash bins are empty and clean.

   • Living Room:

     • Confirm no cobwebs, clean furniture, and operational electronics.

     • Floors swept/mopped and pillows properly placed.

   • Bathroom:

     • Inspect toiletries (soap, toilet paper, towels as per checklist).

     • Verify no water stains, clean mirrors, and functional fixtures.

   • Bedroom:

     • Confirm bed linens and pillows are fresh, clean, and properly arranged.

     • Check under beds and inside closets for cleanliness.

   • Terrace/Balcony:

     • Ensure furniture is clean and organized, no spiderwebs or dirt.

   • General:

     • Confirm AC, TV, and remotes are functional and positioned near the door.

2. Take Photos:

   • Photograph each area of the room after inspection, the areas detailed above

   • Include a photo of the completed checklist.

3. Send to Cleaning Group:

   • Share the photos and checklist in the Cleaning WhatsApp Group to confirm completion or report issues.

4. Prepare room for check-in:

   • Leave the TV turned on and AC on in "Dry" mode if the room is soon to check-in

   • TV will automatically display the hotels slideshow after 30 seconds of inactivity

Step 3: Addressing Issues

1. Minor Issues:

   • Fix minor issues (e.g., repositioning items, small cleaning tasks) and notify housekeeping via radio for their knowledge.

   • Example Script: “Room 5 – fixed a missing towel; please note for future cleanings.”

2. Major Issues:

   • Notify housekeeping via radio immediately for urgent corrections.

   • If corrected, conduct a secondary inspection to ensure compliance.

   • Example: Dirty fridge or incomplete linens.

3. Maintenance Problems:

   • Report through radio and post in the Maintenance WhatsApp Group with a picture.

   • Example Script: “Room 8 – bathroom faucet leaking, photo attached.”

Step 4: Marking Room as Ready

1. Once the room passes inspection:

   • Notify housekeeping staff of the successful inspection via radio.

   • Move the reservation to the “Ready to Check-In” pile at the front desk.

2. Ensure all keys and additional materials (e.g., welcome drinks, maps) are prepared.

Best Practices

• Always double-check high-touch areas (e.g., remotes, light switches, door handles).

• Ensure the room smells fresh and inviting.

• Be proactive—minor improvements (e.g., straightening decorations) enhance guest experience.

Reference Material

• Room Inspection Checklist.

• Cleaning WhatsApp Group (use your phone to access).