Guest arrivals activity log template
Keep a dated guest arrivals record of actions, observed results and the evidence behind them. Track what happens next.
When this template is useful
Use this during guest arrivals to preserve what happened and what the next person needs. Refer to booking record when recording the subject and arrival instructions when describing the result.
How to complete this record
- Check booking record against the stated booking reference / arrival. Reception obtains the guest reply and updates the booking and arrival instructions together before handover. Keep the confirmation reference and the actual completion date together.
- Record evidence by file, booking or decision reference so another person can find it. Keep pending work open until its required check has been completed.
Completion checks
- Guest arrival and booked room match the booking
- Guest can find arrival and contact instructions
What to fill in
Begin with the identifying details below. The examples show the level of detail to include; replace them with information that applies to your own task.
| Field | Example entry · fictional |
|---|---|
| Record period | November 2026 |
| Responsible person | Alex Morgan |
| Booking reference / arrival | B-014 / 23 Nov, 16:00 |
| Room / host | Room 204 / Alex Morgan |
| Supporting record / revision | B-014 / working copy 18 Nov 2026 |
| Dependency review / owner | 19 Nov 2026 / Jamie Lee |
Dated actions and results
Record an actual result with a retrievable reference. Name the next owner and due date for unfinished work.
Outstanding work
State what remains unconfirmed, the dependent task, and the person and date for the next response.
See a worked example
The entries below are fictional. They show the detail needed for this task, including confirmed decisions or clearly named follow-up. Keep the example separate when sharing your own completed record.
Dated actions and results
| Date | Action / item reference | Observed result / evidence | Recorded by | Next action / owner | Due |
|---|---|---|---|---|---|
| 18 Nov 2026 | Match B-014 arrival date and assigned room to the booking | Arrival date and room 204 match the booking record. Source: Booking record. Record: B-014 | Alex Morgan | Keep the verified record / Alex Morgan | 19 Nov 2026 |
| 19 Nov 2026 | Send the agreed arrival and reception contact instructions | Guest confirmation of the revised arrival time remains unconfirmed in B-014. | Jamie Lee | Reception obtains the guest reply and updates the booking and arrival instructions together before handover / Jamie Lee | 19 Nov 2026 |
Outstanding work
Unfinished item / evidence / next owner / due
Guest confirmation of the revised arrival time remains unconfirmed. Reception obtains the guest reply and updates the booking and arrival instructions together before handover. Owner: Jamie Lee. Review due: 19 Nov 2026. Do not mark the dependent task complete before this response is checked.
Need help with the files? Read the download, editing and printing guide. How we prepare and maintain templates.
Choose the right download
| Format | Best for | Before sharing |
|---|---|---|
| Typing into blank fields with a compatible PDF reader, or printing on US Letter and writing by hand. PDF totals are entered manually. | Print your completed blank pages; leave out the example. | |
| Excel XLSX | Typing into a spreadsheet. Two sheets are included: Form for your entries and Example for a fictional worked copy. Amber cells are editable; formula cells are separate. | Check the print preview and any supplied formula ranges before sharing. |
| Editable HTML | Typing into the downloaded file in a modern browser; no account required. | Use Save edited copy before closing. Print / Save PDF uses your browser's print dialog. |
HTML entries are not uploaded to this site. Save the edited file somewhere you can find it, because closing or refreshing before saving can lose changes. PDF blank pages have fillable text fields; totals are entered manually. Save a local copy in your PDF reader after editing. Quotation, purchase request, inventory, monthly budget and expense HTML editions calculate from your inputs.
Spreadsheet calculations
This spreadsheet is an editable record without built-in calculation formulas.
Where supplied, formula cells are marked separately from input cells. If you add rows or change the structure, check that the formulas still cover the records you intend to include.
Questions before you start
What should I double-check for this task?
Guest arrival and booked room match the booking. Guest can find arrival and contact instructions.
What if I need more space for guest arrivals activity log?
Print another blank copy or use Add row in the HTML edition. The Excel edition has preallocated rows; check formula ranges and print areas after inserting additional rows. Quotation PDF includes an extra item page. Add the main document reference so additional records remain connected.
Should I include the filled example when sharing?
No. Share only your completed pages and any additional records you actually used. Keep the fictional example and guidance for your own reference.
Is this an official or jurisdiction-specific form?
This is a general-purpose organizer. If an employer, authority or receiving organization specifies a form, use its current requirements. This download does not establish legal, tax or professional compliance.