OUT OF ORDER ROOMS

Purpose: 

When a maintenance repair cannot be completed in a guest room and the room cannot be sold for the night. This information must be communicated to the Front Office and Executive Housekeeper to ensure continuity of communications.

Procedure:

Chief Engineer or Duty Engineer, upon reviewing the condition of a particular room and making the decision that the repairs will not be completed within one working day then the procedure is:

1. Contact the Front Office and Executive Housekeeper and inform him/her of: 

   1. Room Number 

   2. Reason the room will be out of order 

   3. Date the room will be back in service 

2. Formulate a corrective action plan to include:

   1. Adequate labor to tackle the task 

   2. Materials are in stock and readily available 

   3. Housekeeping will strip the room of all linen 

Night shift:

• In the event of the Duty Engineer being faced with the situation of a fault in a room which he cannot repair immediately.

Vacant Room

A. Contact the Manager on Duty/Night Manager immediately and inform him/her of 

• Room

• Reason the Room will be out of order 

B.   Only the Manager on Duty/Night Manager has the authority to take rooms out of order.     

C.   Record the problem accurately in the events book and highlight the maintenance request form as incomplete as per the Maintenance Request Procedure.

Occupied Room

1. Contact the Duty Manager/Night Manager immediately, and inform him/her,

   1. Room Number

   2.  The Room is occupied 

   3.  Reason the room will be taken out of order

2. Keep the guest being informed of your progress and what is happening at all times.

3. Manager on Duty/Night Manager will assess the fault in the room, and if necessary ask the guest to move rooms.

4. Only the Manager on Duty/Night Manager has the authority to take rooms out of order.

5. Record the problem accurately in the events book and highlight the maintenance request form as incomplete as per the Maintenance Request Procedure.

6. Under no circumstances is the Duty Engineer to offer the guest a room move, complementary food or beverage or any discounts on any bills the guest has accrued.