A detailed presentation to help the learner of the hotel management institute about the work of Bell Desk, Bell Boy, Bell Captain and Concierge. Also includes the various forms and formats used by the Bell Desk.

1. Bell Desk
1. Functions
2. Procedures & Records
Praveen Jha, Senior Lecturer
Institute of Hotel Management,
Hajipur, Vaishali, Bihar

2. Welcome to a
new learning
session!
Knowledge is Money.

5. Luggage Trolley

7. Functions of Bell Boy
• Carry guest luggage, on arrival & departure
• Add luggage tag, for identification
• Escort guest to room
• Explain room features and services
• Inspect room for damage or theft, on check-out
• Guest paging
• Run sundry errands (mail, message, medicine,
newspaper etc.)
• Left luggage room

8. Forms used by Bell Desk
• Luggage tag (for identification),
• Arrival errand card,
• Departure errand card,
• Arrival & Departure notification slips,
• Left luggage (room) register,
• Lobby control sheet, (Bell boy movement)
• Luggage-out pass (permission after bill
settlement)
• Movement slip (for room change)

9. Forms used at Bell Desk
HOTEL IHM
Luggage out pass
No. 0024500786
Name of the Guest:…………………………………….. Room
no.:…………………………
Date of departure:……………….........
Time:……………………….
Bill no.:…………………………….
Billing settlement
Complete partial corporate settlement
other…………………………………
……………………………………………………………………………………………………………………………
…………………….
Authorized signatory
date

10. HOTEL IHM
Departure errand card
Reception Cashier Information Departure date
& time
Room no.
Bell boy name: Call time:
Name of the guest: Room no.:
Articles Count
Suitcase Hand bag package briefcase Overcoat
others
Baggage brought down by Baggage loaded by
signature signature

11. Hotel IHM
Departure Notification Slip
Department (Point-of-Sale):………………………
Reception:…………………
This is to inform you that the following guest is departing from the hotel. Kindly
rush the credit charges to the front desk.
Name of the guest:…………………. Room
no.:…………………………..
Date of departure:…………………..
Time:……..………………….
Authorized signatory
DEPARTURE NOTIFICATION SLIP :

12. Bell Captain
• Supervises the movement of Bell Boys
• Maintains “Lobby Control Sheet”
• Collects “Errand Cards”
• Reports to Lobby Manager

13. Bell Captain Profile
A bell captain usually supervises the conduct of
bellhops and porters. Generally working in
a hotel, a person in this position is usually
cross-trained, to take on other hospitality
tasks like concierge, or desk clerk duties, in
addition to bell captain duties, depending on
the size of the organisation.

14. Hotel Porters
Hotel porters may provide some, or all of the
following services to guests.
• Greet and take them to rooms
• Move luggage
• Run errands
• Deliver mail, newspapers and messages
• Deliver meals and drinks to rooms
• Answer enquiries about local attractions and booking
tours
• Book taxis and restaurants
• Park cars
• Take and collect guests to and from airports and other
locations.
• Hotel porters may also cover for reception desk staff when
needed.

15. FRONT VIEW OF LUGGAGE TAG
• Hotel IHM
•
•
• Guest Signature
•
• ………………………………………………………….
• LUGGAGE TAG
•
•
•
• Guest Signature
•

16. BACK VIEW OF LUGGAGE TAG
• S.No. 786
• Name:
• Room No:
• No. of Items:
• Date of Deposit:
• Date of Collection:
• Actual Date of Collection:
•
• Suitcase
•
• Briefcase
•
• Travelling Bag
•
• Others
• ……………………………………………………………
……………
• SL NO.786
• Name:
• Room No:
• No.of Items:
• Date of Deposit:
• Date of Collection:
• Actual date of collection:
•
• Suitcase
•
• Briefcase
•
• Travelling Bag
•
• Others
• Terms & Conditions
• 1.This ticket is required at the time of
• collection of baggage.
•
• 2.We take utmost care of your
belongings but no responsibility can be
expected.
•
• 3.No responsibility after 30 days.
•
•
• GUEST COPY

17. Hotel IHM
Left Luggage Register
Date Room No Name of Guest Bell
Boy’s
Name
Luggage
Tag No.
Description
of Luggage
Delivered
On
Remarks
Left Luggage Register:

18. Job specification
Job Title : Bell boy
Category : Non-supervisory
Educational Qualification : High school
Age Limit : 18-30 years
Equipment Skills : should know how to use luggage trolley, public
address system, etc
Physical Ability : Sound health and ability to carry luggage up to 50 kgs
Personality Consideration : Presentable, well groomed, good physique
Language Skill : Ability to communicate in English and local language.
Experience : None. One month job training is adequate.
Special Requirements : * Proficiency in English language
*Should be able to lift luggage
*Willingness to assist guests.
*Should be able to work in a team

19. Hotel IHM
Arrival errand card
Bell boy name: Call time:
Name of guest: Room no.:
Articles
Suitcase Hand bag Package Briefcase Overcoat
Others
Signature(bell
captain) Signature(receptionist)
Arrival Errand Card:

20. Hotel IHM
Bell captain _______________ Sheet No.:
_______________
Shift _____________ Date:
___________________
Room
No.
Bell boy
name
Arrival
time
Departure
time
Service call time
Remarks
From To
Bell boy’s signature:
1.____________2.___________3._____________4.______________
Bell captain signature: _______________________________
LOBBY CONTROL SHEET:

24. Bell desk at hotel
entrance

26. Paging Board
The Bell Boy carries this board, with the guest name
written on it, to different public areas of hotel to
locate the guest.

30. Pagers for instant, wireless
communication
• Pagers work on radio waves, and can be used
to send messages, to many pagers at the same
time. It is fast and reliable form of
communication within a hotel, hospital etc.

31. Assisting in retrieving luggage from car’s boot (trunk)

32. Duties- Bellboy
• Welcome and escort guests, to and from,
their rooms, and assisting with luggage.
Inform guests of safety features and
promotion of hotel outlets.
• Store guest baggage upon request, and assist
with loading and unloading of baggage, into
and out of automobiles.

34. Duties & Responsibilities-Bell Boy
• Bell boy are responsible for carrying guests'
luggage to their rooms. They may also be
responsible for checking the room before the
guest arrives. The bellhop (bellboy) may
ensure that all amenities, such as the
television or telephone, are operating
properly. Any malfunctions are reported to
maintenance to be repaired promptly before
the guest arrives.
• When the guest checks out of the hotel, the
bellboy may be summoned to carry the
guest's luggage to the checkout area.

35. Luggage Handling

36. Duties & Responsibilities-Bell Boy
• Bell desk also provide newspapers, medicines
and Left luggage room facility for the guest. A
bell boy should be well groomed and have
good communication skills, smiling face while
he is handling the guest.
• Sometimes, they may get some money or gift
from guest, as reward of their services.

37. Duties & Responsibilities-Bell Boy
• In addition to their regular duties, bell desk may
assist guests who are physically challenged, by
escorting them to their room. They may also
assist at the front desk and place claim checks
on luggage.
• Some bellboys run errands or pick up laundry.
Bell boys may also be required to work
weekends and holidays to accommodate guests.

40. Concierge
https://www.lesclefsdor.org/about/
• Les Clefs d’Or , (translated as, The Golden Keys) is
a professional association of hotel concierges,
with approximately 4000 members working in
over 80 countries and 530 destinations, in literally
every corner of the world.

41. Concierge
• In hotels or resorts, a concierge assists guests
by performing various tasks such as making
restaurant reservations, booking hotels,
arranging for spa services, recommending night
life hot spots, booking transportation (like taxi,
limousines, airplanes, boats, etc.), coordinating
porter service (luggage assistance ...
• Concierge - Wikipedia
• https://en.wikipedia.org/wiki/Concierge

42. A short video, Hyatt Hotels

43. Compilation & Presentation
Praveen Jha
Senior Faculty
IHM Hajipur
Vaishali, Bihar