Hanoi Larosa Hotel Hanoi Larosa Hotel
Standard Hotel Booking Procedure 2025

Standard Hotel Booking Procedure 2025

Hotel Larosa Hotel Larosa 10 November, 2025 0 Comments Travel Tips

The hotel booking procedure gathers important steps to ensure customers have the best, quickest experience, and that the hotel will provide the best service for customer needs. In this article, Hanoi Larosa Hotel will share with readers the hotel booking procedure for both customers and hotel staff to have the most comprehensive overview of this procedure.

 

1. Direct Booking Procedure at the Reception Desk (Walk-in)

This procedure applies in case customers come directly to the hotel’s reception desk to book a room, not through online channels, phone calls, or travel agents.

Step No. Activity Detailed Description
Step 1 Arrive at the Reception Area The customer comes directly to the hotel they want to book a room at. Locate the reception area, usually right in the main lobby. Note: If traveling in the evening or peak season (Holidays, Tet, Summer), it is advisable to arrive early to ensure room availability.
Step 2 State Requirements to the Receptionist Greet the receptionist and state the needs: How many people do you want to book a room for? Length of stay: Check-in date, check-out date? Special requests (if any): Room near the elevator, non-smoking, with a window, double bed or single bed, etc. Example: Hello, I would like to book 1 room for 2 people, staying from June 10th to 12th. Does the hotel have any rooms available?
Step 3 Reception Checks Availability and Quotes Price The receptionist will check the system and inform: What type of rooms are available. The price of each room type (is VAT included, breakfast included, etc.). Standard check-in – check-out time. Accompanying services: Wi-Fi, breakfast, swimming pool, parking, etc. Note: Customers should clarify the following issues to avoid unexpected costs: Is the room price inclusive of tax? Is a deposit required? Are there fees for changing/canceling?
Step 4 Select Suitable Room Based on the information provided by the receptionist, the customer will choose a room type that fits their budget and needs. If necessary, the customer can request to view the actual room before booking.
Step 5 Provide Personal Information After agreeing on the room type, the customer needs to provide: ID Card/CCCD/Passport for the receptionist to record stay information. Full name, phone number. Number of people staying together. Fill in the residence registration form provided by the hotel. Note: This information will be reported to the local authorities (according to residence management regulations).
Step 6 Payment and Receive Confirmation Slip The hotel will request: Full pre-payment or a partial deposit (depending on the hotel’s policy). Payment methods include: Cash, ATM/Credit Card, Bank Transfer, etc. After payment, the customer will receive a booking confirmation slip. The confirmation slip will include information such as: room code, paid amount, and length of stay.
Step 7 Check-in Day – Complete Check-in Procedure On the check-in date, the customer returns to the hotel, presents identification documents and the booking confirmation slip. At this point, the receptionist will hand over the room key and guide the customer to the room.

 

2. Online Hotel Booking Procedure (Website/OTA)

Below is the hotel booking procedure for customers to choose a satisfactory resort hotel and room quickly:

  • Step 1: Search for the Hotel and a Reputable ChannelCustomers can book a hotel through search engines such as the hotel’s website they want to book, on social media, via the hotel’s hotline number, or on OTA websites registered by the Ministry of Industry and Trade like traveloka, mytour, vietnambooking, etc. Be sure to choose an official, reputable website to avoid trouble when booking.
  • Step 2: Select the Appropriate Room TypeAfter finding the desired hotel, proceed to choose a room type that fits your needs; the hotel will have a variety of room types for you to choose from, such as single rooms, double rooms, supervisor rooms, etc. You can choose a room based on criteria such as location, price, service, and previous customer reviews.
  • Step 3: Check Room AvailabilityAfter selecting the hotel and room type, you need to check the room availability to see if the hotel has the room you want to use on the day you arrive for your stay. If not, you should try contacting the hotel directly or look for other suitable rooms.
  • Step 4: Fill in Booking InformationWhen you complete the previous step, you will need to fill in complete information about the arrival date, departure date, number of people, room type, and special requests (if any). In addition, the hotel will also require you to provide personal information such as name, phone number, and email for support.
  • Step 5: Confirm and Pay the BillAfter filling in all the information, you will need to check the information again to ensure accuracy. Depending on the hotel, you may be allowed to pay directly upon arrival, and some hotels will support online payment for convenience.
  • Step 6: Receive Information from the HotelWhen you complete the payment step, the hotel will send an email or call you directly to confirm the information you registered and the hotel’s contact information once more.

Quickest and Standard Hotel Booking Procedure 2025 | Hanoi Larosa Hotel

3. Hotel Booking Procedure via Phone (Hotline)

This procedure applies when contacting the hotel’s reception or customer care department directly via phone to book a room.

  • Step 1: Preparation Before CallingBefore calling to book a room, customers need to prepare the following information: Hotel name and reception phone number. Check-in date – Check-out date. Number of guests. Desired room type (single, double, with a window, sea view, etc.). Special requests (if any): Extra bed, non-smoking room, shuttle service, etc. If the customer does not know what to prepare, refer to some sample direct hotel booking conversations for smoother communication.
  • Step 2: Call the HotelWhen the receptionist answers, the customer needs to introduce themselves briefly and state their booking need: Example: Hello, my name is [Your Name], I would like to book 1 double room for 2 people, from June 15th to June 17th. Do you still have rooms available?
  • Step 3: Receive Room Information from the ReceptionistThe reception department will check and inform whether: Rooms are available or not. Room price for the requested date. Suitable room type. Policy on deposit, cancellation, check-in/out time. Included amenities: Wi-Fi, breakfast, swimming pool, etc. Customers should clarify the VAT fee, whether a deposit is required, or if there is a fee for cancellation.
  • Step 4: Confirm BookingIf the customer agrees with the price and conditions of the hotel, confirm the information: Name of the person booking. Contact phone number. Check-in and check-out dates. Selected room type. Example: So I will book 1 double room, staying from June 15th – 17th, my name is Nguyen Van A, phone number 09xxxxxxx. I will arrive to check-in on the afternoon of the 15th.
  • Step 5: Make a Deposit (if necessary)Many hotels will require customers to transfer a deposit of about 20 – 50% in advance. After that, the receptionist will send: Bank account information. Amount to be transferred. Clearly state the transfer content (e.g., “Booking name Nguyen Van A….”). Note: After transferring, customers should text or call back to confirm with the hotel.
  • Step 6: Confirm BookingAfter receiving the deposit, the hotel will send booking confirmation via: SMS message. Zalo/Facebook/email (depending on the channel you contacted). Customers should save a photo of the message and the transfer receipt for comparison upon check-in.
  • Step 7: Check-in DayArrive at the hotel on the correct date and time, bringing: ID Card/CCCD or Passport. Booking information (booking code, transfer receipt if any). The receptionist will confirm the information and complete the check-in procedure.

Quickest and Standard Hotel Booking Procedure 2025 | Hanoi Larosa Hotel

Important Notes When Booking a Hotel Room

Some notes during the hotel booking process for customers to ensure the process runs smoothly and efficiently:

  • Verify Information Carefully: Customers should check the check-out date and time information and always save confirmation information and hotel contact information.
  • Check Cancellation Policy: Find out clearly about the hotel’s cancellation policy to avoid unexpected fees.
  • Prepare Full Personal Documents: Ensure customers bring enough identification documents to complete the check-in procedure.
  • Inform Special Requests: If customers have special requests, such as a child’s bed, shuttle service, etc., please inform the hotel in advance.

To find out more detailed information and book a room, you can access the hotel’s official website at Hanoi Larosa Hotel or contact us below:

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