By Md Arif Ahamed
A front office opening checklist is a daily list of tasks the front desk team completes at the start of a shift or day, so the desk is ready for guests, cash is secure, systems are working and nothing from the previous shift is missed. Use the free template below to set up your own checklist in a few minutes. It works for a 10-room homestay as well as a 100-room hotel, and you can print it or copy it into a spreadsheet.
- Handover, cash, systems
- Arrivals, rooms, rates checked
- Tick, time and initial each task
The checklist covers handover, systems, cash, arrivals, room status, communication, safety and appearance, with a column for a tick, the time and the initials of the person responsible.
Why a front office opening checklist matters
The first hour of a day sets the tone. If the PMS is not working, the key encoder is out of cards or a VIP arrival was missed in the handover, guests feel it immediately. A checklist reduces these misses because it replaces memory with a routine.
- Consistency: every shift starts the same way, whoever is on duty.
- Accountability: initials and times show who checked what.
- Training: new staff learn the standard quickly.
- Revenue: checking arrivals, room readiness and rates helps you sell upgrades and avoid giving away rooms.
- Control: cash and key counts catch problems early.
Free ready-to-use hotel formats and checklists.
Front office opening checklist template
Copy this table. Add a column for date and shift if you want to keep it as a log.
| No. | Task | Done | Time | Initials |
|---|---|---|---|---|
| 1 | Read the previous shift’s handover notes and logbook | |||
| 2 | Check the night audit report and note any pending issues | |||
| 3 | Switch on and log into the PMS, computers, printers and card machines | |||
| 4 | Check internet, Wi-Fi, phone lines and CCTV working | |||
| 5 | Count the cash drawer and compare with the handover amount | |||
| 6 | Check float, change, receipts, invoice books and card machine rolls | |||
| 7 | Review today’s arrivals, with VIPs, repeat guests and special requests marked | |||
| 8 | Review today’s departures, late check-outs and pending bills | |||
| 9 | Check the in-house list and any guest complaints or requests pending | |||
| 10 | Check room status with housekeeping: clean, dirty, inspected, out of order | |||
| 11 | Pre-assign rooms for arrivals and note early check-in requests | |||
| 12 | Check availability, rates and restrictions in the PMS and channel manager for the next 7 days | |||
| 13 | Check overbooking risk and no-show or cancellation notes | |||
| 14 | Check key cards, encoder, spare keys and key cabinet | |||
| 15 | Check registration cards, pens, stationery, brochures and welcome items | |||
| 16 | Reply to pending emails, WhatsApp messages and OTA messages | |||
| 17 | Check wake-up calls, taxi bookings and transfer requests | |||
| 18 | Brief the bell desk and coordinate with housekeeping and F&B on arrivals and groups | |||
| 19 | Check lobby, desk, seating, washrooms and signage for cleanliness and tidiness | |||
| 20 | Check uniform, grooming and name badges of the team | |||
| 21 | Check fire safety points, emergency numbers and the first-aid kit are accessible | |||
| 22 | Note maintenance issues in the engineering log | |||
| 23 | Sign the checklist and report issues to the duty manager |
How to fill and use the checklist
- Print one sheet per shift, or use a shared digital sheet with one tab per date.
- Start the checklist within the first 15 minutes of the shift, before the rush.
- Do the task, then tick it, write the time and add your initials.
- Write a short note for any problem, for example “key encoder faulty, engineering informed 7:20”.
- Pass unresolved items to the duty manager and the next shift in the handover note.
- The front office manager reviews completed sheets at the end of every week.
Frequency and owner
| Item | Detail |
|---|---|
| Frequency | Every opening shift, every day; repeat key parts for each new shift |
| Done by | Front desk agent or supervisor on opening duty |
| Checked by | Duty manager or front office manager |
| Time allowed | 15 to 30 minutes, depending on property size |
| Review | Weekly by the front office manager; update the template every 6 months |
Adapting the checklist for a small hotel or homestay
If you run a 12-room homestay in Darjeeling with one person at the desk, you will not need all 23 lines. Keep the essentials: handover notes, cash, arrivals and departures, room status, messages, key cards, safety and cleanliness. Combine tasks so the list fits on one page.
For a larger hotel, add lines for the airport pickup list, banquet or group arrivals, welcome gifts, VIP amenities and lost and found follow-up. Add a mid-morning and afternoon check, as the front desk is busiest at those times.
Common errors with opening checklists
- Ticking without doing. Managers should spot-check a few items every week.
- Skipping the handover. Most missed guest requests start at handover.
- No time limit. A checklist that takes an hour will be ignored.
- Not checking rates and inventory. A wrong rate or an open room that should be closed costs revenue. See dynamic pricing strategy.
- Never updating it. New systems and policies mean new lines.
- Letting the checklist sit in a drawer. Keep it on the desk or in the shared drive.
Example: a ten-minute opening routine for a small hotel
At a hypothetical 20-room hotel in Kolkata, the morning agent follows this order. Minutes 1 to 3: read the handover note and night audit report. Minutes 4 to 5: count the cash drawer and sign the sheet. Minutes 6 to 8: scan arrivals and departures, mark VIPs and early requests. Minutes 9 to 10: call housekeeping for room status and note which rooms are ready first. After that, the agent checks rates, messages and the lobby while guests are still few.
This order matters. Information comes first, money second, rooms third and the rest after. If the agent is called to the desk, the most important items are already done.
What to do when an item fails
| Problem found | Immediate action |
|---|---|
| PMS or internet down | Switch to manual registration cards, call the IT provider, tell the duty manager |
| Cash does not match handover | Recount with a second person, check receipts, report to the manager before the shift starts |
| Rooms not ready for early arrivals | Ask housekeeping for priority rooms and prepare luggage storage |
| Key encoder fault | Use spare keys under log, inform engineering |
| Rates wrong on a channel | Correct in the channel manager at once and note the time |
Related SOPs and training
Pair the checklist with written procedures for arrivals, departures and complaints. Our guide to hotel KPIs shows how to measure the desk’s performance, and overbooking strategy explains how to prepare when arrivals exceed rooms. Combine the checklist with a daily briefing of five minutes covering VIPs, special requests, expected arrival time of groups and targets for upselling.
How to roll out the checklist in your team
- Explain the reason: fewer errors, a calmer start to the day and better guest service.
- Walk the team through each line in a 20-minute briefing, and ask them to suggest changes.
- Run it for two weeks, then remove lines nobody needs and add the ones you keep missing.
- Recognise staff who complete it accurately, and discuss gaps without blame.
- Keep a folder of signed sheets for at least a few months to review patterns.
If you use a tablet or shared spreadsheet, set a reminder at the start of each shift so completion becomes automatic.
Digital version of the checklist
A shared spreadsheet or a simple form works well. Create one tab per month, with the dates across the top and tasks down the side. Each agent types initials in the cell. Managers can filter by task to see which items are missed most often. Add conditional colours, so blank cells stand out in red at the end of the shift.
Key takeaways
- An opening checklist ensures systems, cash, arrivals, rooms and safety are ready before guests arrive.
- Use the template above and adapt it to the size of your property.
- Tick, time and initial each task, and review sheets weekly.
- Keep it short enough to finish in 15 to 30 minutes.
- Include rate and availability checks so the desk protects revenue.
If you would like help turning your front office into a smooth, revenue-aware operation, Revgrow360 can help with SOPs, training and pricing. Book a free consultation to start.
Frequently asked questions
What should be on a front office opening checklist?
Include handover review, system and cash checks, arrivals and departures review, room status, key cards, rates and availability, messages, safety points, lobby and grooming checks, and a sign-off. Adapt the number of lines to your property size.
How long should the opening checklist take?
Usually 15 to 30 minutes, depending on property size. If it takes longer, shorten the list or split tasks between two people, otherwise staff are likely to rush or skip items when the desk gets busy.
Who should complete and review the checklist?
The front desk agent or supervisor on opening duty completes it, ticks each item and adds initials and time. The duty manager or front office manager reviews it and spot-checks tasks to make sure they were actually done.
Can a small homestay use this checklist?
Yes. A small property can keep the essentials such as handover, cash, arrivals and departures, room status, messages, key cards, safety and cleanliness, and fit them on one page that the owner or caretaker completes each morning.
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