Hotel General Manager Handover Checklist

This Hotel Manager handover form enables a through and systematic handover process when there is a change of management in a particular property. This extensive checklist covers all areas and processes including general management or administrative, finance, HR, front of house, housekeeping, food and beverage, kitchen, sales and marketing, engineering and security departments.

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Food & Hospitality
Hotel General Manager Handover Checklist

Review Of Owning Company Matters

Administrative And General

Local Status Information And Background

Manuals Inventory

HR Details

HR Policies

Expatriate Staff

Labour Laws And Regulations

Privileges And Benefits

Staff Welfare

Training Programs

Employee Recognition

Job Specifications

Others

Annual Budget And Personal Performance Evaluation (PP&E)

Personnel

Finance

City Ledger

Inventories

Cash

Payroll

Contract And Leases

Important Internal Procedures

Reporting

Receiving And Stores

IS Installation

Annual Budget Planning And PP & E

Personnel

Daily Operation And Coverage

Guest Relations

Occupancies And Average Room Rate Trends

Facilities And Equipment

Annual Budget Planning And Personal Performance & Evaluation (PP&E)

Personnel And Productivity

Furniture, Fixtures And Equipment (FF&E) - Guest Rooms And Public Areas

Inventories

Guest Room Supplies

Keys

Lost & Found

Maintenance Work Orders

Contracts With Outside Firms For Housekeeping Services

Live-In Staff And/or Staff Housing

Occupancy Forecasts/VIP Lists

Communication Systems Between Main Linen Room And Guest Room Floors

In-House Transportation Systems

Storage Space

Training Programs And Employee Meetings

Inspections

Annual Budget Planning And Personnal Performance & Evaluation (PP&E)

Personnel

Overall Operation

F&B Outlets (recap Following For Each Outlet)

Review Of F&B Menus And Wine Lists

Preventive Maintenance

Goals And Objectives

Marketing In F&B

Entertainment

Minibars

Banquet Office

Purchasing Of F&B Goods

Receiving Of F&B Goods

Employee Cafeteria (s)

Annual Budget Planning And Personal Performance & Evaluation

Personnel

Back-of-the-house Facilities

Annual Budget Planning And Personal Performance & Evaluation

Personnel

Review Current Property Marketing Plan In Summary

Rate Plan

Guaranteed Company Rate Program (Applicable To Hotel Only)

Next Destination Program

Sister Property Program

Sales Program

Public Relations Program

Guest Relations

Current Advertising Plan

Annual Budget Planning And Personal Performance & Evaluation

Personnel

Life Safety

Locks And Key Security

Reporting System

Energy Control

Structural

Other

Annual Budget Planning And Personal Performance & Evaluation

Security Chief's Background, Experience And Personal Goals

General Security Measures

Bomb And Terrorist Threat

Key Security

Cash Security

Unregistered Guest Policy

Guest Security

Death In The Property

Unusual Security Problems Or Procedures, If Approprate

Outside Contracts For Maintenance

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Checklist by GoAudits.com – Please note that this checklist is intended as an example. We do not guarantee compliance with the laws applicable to your territory or industry. You should seek professional advice to determine how this checklist should be adapted to your workplace or jurisdiction.

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Hotel General Manager Handover Checklist

1. Property Agreement (Operating & management, or lease)

2. Owning Company organization (who's who)

3. Relationship with Owning Company

4. Internal Owning Company relationship

5. Owning Company file (problems, how to handle same)

6. Equity position of owners. Are Board members management employees? Who has approval authority?

7. Capital expense budget procedure with Owning Company

8. Rehabilitation/renovation agreement or plans in progress?

9. Board meeting timetable and previous minutes overview

10. Review outstanding or pending owning company matters

11. Traditional Property owning company events and courtesies extended to Board members and owning company employees?

12. Establish date for presentation of incoming GM to Board

1. Organization chart

2. Outline union agreement (effective dates, relationship)

3. Power of attorney

4. Lawyer (review pending items, give legal update)

5. Shop leases : 1 Outline each lease agreement

6. Shop leases : 2 Review tenant relationships, programs, policies

7. Shop leases : 3 Meet shop owners

8. Outline contracts for utilities, entertainment and others

9. Review Property relationships with bank, financial status

10. Annual budget and forecasts, review and identify problem areas

11. Marketing Plan

12. Financial statement

13. Goals incentive plan

14. Administrative calendar (any problem areas)

15. Complaints and method of handling some

16. Department Head Meetings (time, format, history)

17. Staff Committees(Do they meet? Are they effective? What has been their contribution for the budget?)

18. Staff Committees(Do they meet? Are they effective? What has been their contribution for credit?)

19. Staff Committees(Do they meet? Are they effective? What has been their contribution for the executive?)

20. Staff Committees(Do they meet? Are they effective? What has been their contribution for Safety/Fire Prevention?)

21. Staff Committees(Do they meet? Are they effective? What has been their contribution for sanitation?)

22. Staff Committees(Do they meet? Are they effective? What has been their contribution for small savings?)

23. Staff Committees(Do they meet? Are they effective? What has been their contribution for staff welfare?)

24. Department training programs underway or planned?

25. Capital expenditure budget and large purchase orders outstanding

26. Signature authorization cards for bank accounts

27. Who is authorized to sign ENT checks in Property?

28. Review special festival days, holidays, promotions, history and recommendations.

29. Insurance coverage review : 1 Property and fire insurance

30. Insurance coverage review : 2 Guest liability (primary and contingent)

31. Insurance coverage review : 3 Inventories (as per operating agreement)

32. Insurance coverage review : 4 Property vehicles

33. Insurance coverage review : 5 Insurance handled by owning company

34. Insurance coverage review : 6 Insurance handled by Property

35. Review safe combination policy for Property safe

36. Review policy of Property Manager's keys

37. Property Manager car(s) policy; who can use? Who controls?

38. Property Manager's secretary

39. Professional/social/fraternal memberships a. Safety deposit box at local bank

40. Professional/social/fraternal memberships b. Business cards, special invitations, compliment cards

41. Professional/social/fraternal memberships c. Property Manager's city ledger account policy

42. Professional/social/fraternal memberships d. Property Manager apartment inventory

43. Professional/social/fraternal memberships e. Known exceptions

44. Professional/social/fraternal memberships f. Known but not budgeted capital expense items needed

45. Professional/social/fraternal memberships g. Full inspection report, all areas of Property

46. Professional/social/fraternal memberships h. Review and sign off Property Manager apartment and office inventory

47. Professional/social/fraternal memberships i. Full examination of Property floor plans and drawings

48. Professional/social/fraternal memberships j. Interview with Property doctor regarding general health of Property employees and specifically or individual department heads.

49. Professional/social/fraternal memberships k. Labour relations should be discussed by incoming/outgoing Property Manager's and Human Resource Manager

1. Local Property associations

2. Property licenses (liquor, business, occupancy, etc)

3. Performing rights agreements on music royalties

4. State of the National, including local political situation (if appropriate)

5. Local customs and culture (do's and don'ts)

6. Property history (anniversary date, traditional events)

7. Pre-opening file (if applicable)

8. Construction follow-up file (if applicable)

9. Handover updated Property Manager address book

10. Currency control central bank, if applicable

11. Details of any foreign exchange regulations

12. Tourism survey of city and/ or country

13. Import restrictions and evaluation of impact on operations

14. Details of existing or proposed price controls

15. Status of local labour unions

1. Property Manager's Handover/Checklist Manual

2. Policies & Procedures Manual

3. Training - Grooming