SAFE DEPOSIT BOXES
- Askar DG KAMIS
- Dec 14, 2025
- 10 min read
Goal: All properties will follow established procedures in the issuance and control of all safe deposit boxes.
SCOPE:
To ensure compliance with all legal requirements regarding the use and control of safe deposit boxes.
To limit the hotel’s liability exposure in the use of safe deposit boxes.
PROCEDURE:
GENERAL
All safe deposit boxes must be inspected and audited weekly by the Front Office Manager, to ensure that all boxes are fully operational and available for guest issue.
There must be a key present for each box that is not in use. Any box without a key that is not signed out to a current guest and cannot be traced to a previous guest, must be tagged with the following information for at least three weeks:
"ANYONE UTILIZING THIS SAFE DEPOSIT BOX SHOULD NOTIFY THE FRONT OFFICE
MANAGER, FOR IT IS SCHEDULED TO BE DRILLED ON (DATE).”
The limitations on the total value of the items placed in any one safe deposit box must be in accordance with state law. The limitation amount must be published in a clearly visible location in every guest room, and the notice must strictly comply with the requirements of applicable state law. Even a seemingly minor variation from the statutory requirements for posting the limitation of liability notice will remove the statutory protection provided to the hotel by the law. If the statute is strictly complied with, the hotel cannot be held responsible for the loss of amounts over the published limitations except in the case of proven employee theft, negligence, or other statute
non-compliance.
ISSUANCE OF SAFE DEPOSIT BOXES
Persons permitted to use safe deposit boxes are as follows:
• Registered guests:
• Boxes located behind the Front Desk.
• Cashiers possessing hotel funds as working banks:
Front Desk and Gift Shop Cashiers are to use the boxes located behind the Front Desk.
All other Cashiers will use the safe deposit boxes provided in the Food and Beverage areas.
• Concessionaires or tenants:
With the approval of the General Manager.
After signing a “Release of Liability” form (See Appendix 1).
Location to be determined by the General Manager.
• Gift Shop Sundry box - if applicable.
• Housekeeping Lost and Found.
No safe deposit box is to be used for the personal property of employees or for non-registered parties without the approval of the General Manager. In each such case, a “Release of Liability” (See Appendix 1) should be executed.
For guest issue, the Cashier should enter the date, name of guest, permanent address, room number and safe deposit box number on the “Safe Deposit Box Agreement” form (See Appendix 2), and present the form to the guest for signature before assigning the safe deposit box.
The guest must place his/her valuables in the inner steel box him/herself. At no time should the Cashier touch or handle the items being placed in the box for safekeeping, even if the guest requests that the employee verify or inventory the contents of the box.
The inner box is then placed in the locked box in the presence of the guest.
The individual box key is then turned over to the guest, with the advisory that the box can be opened only with that particular key.
Under no circumstances will the hotel, or any employee or agent of the hotel possess or otherwise maintain a master key or duplicate keys to the safe deposit boxes. All safe deposit box keys must be stamped “Do Not Duplicate.”
The safe deposit box record card is then time stamped and placed in the “in use” (numerical) section of a card file, which is kept in a locked, convenient place at the Front Desk.
The guest’s folio, or the registration card (PMS), should be noted to show issuance of a safe deposit box, the date it was issued, the box number, and initials of the person issuing the box.
If a concessionaire or tenant requests the use of a safe deposit box, the Cashier or Room Clerk is to notify the Front Office Manager or Rooms Director/Director of Operations to arrange for General Manager approval. Also, a “Release of Liability” form (See Appendix l) should be signed by the concessionaire or tenant, and should be kept in the numerical portion of the file box.
When employees are assigned a safe deposit box for securing house funds, they must also have a safe deposit box record form on file.
GUEST ACCESS TO SAFE DEPOSIT BOXES
When a guest requests access to a previously issued safe deposit box, a Safe Deposit Box Access Slip (See Appendix 3) must be signed by the guest in the presence of the Desk Clerk.
The clerk should compare the signature on this access slip, to the signature on the original “Safe Deposit Box Agreement” to ensure that they match, before allowing access to the safe deposit box.
This procedure should be followed for each requested access regardless of the frequency and/or how well the clerk knows the guest.
Only those persons who originally signed the Safe Deposit Box Agreement may be given access to the box. This would mean that the spouse or any other representative of the box holder may not have access if their signature is not on the agreement.
All Safe Deposit Box Access Slips must be time stamped at the time of access.
SURRENDER OF SAFE DEPOSIT BOXES
When a guest wishes to surrender a safe deposit box in his/her possession, he/she must complete a “Surrender of Safe Deposit Box” form (See Appendix 4).
Regular access procedure is followed, but the guest and the clerk must check the box to verify that it is empty.
Have the guest return his/her key, and staple the “Agreement” and all “Access Slips” together and retain i the alphabetical portion of the safe deposit box card file for one year, or longer if specified by state law.
The Surrender form must be time stamped at the time the box is surrendered.
Finally, the guest’s folio or registration card should be marked to indicate that he/she has surrendered the safe deposit box and returned the key.
CASHIER OR CONCESSIONAIRE
When a hotel Cashier, tenant or concessionaire desires access to his/her safe deposit box, it is not necessary to follow the access procedure as outlined for guest-held boxes.
The Cashier, in addition to the original record form, has been required to sign a “House Bank Contract” acknowledging his/her personal responsibility for the funds in his/her care. This contract, plus the periodic audit of the box by the Controller, will suffice for the accountability of the box.
All cashier house bank deposit boxes will be audited by the Controller at least once per month.
The tenant or concessionaire must sign the “Release of Liability” form (See Appendix 1) in addition to the original record card. Since the hotel has been released from any liability for the contents of the box, and since the tenant or concessionaire is known to hotel personnel, he/she should be allowed unlimited access to the box.
When a Cashier, tenant, or concessionaire surrenders a safe deposit box, follow the same procedure as outlined for guest surrender of a box. The return of a house bank and safe deposit box by a hotel Cashier should also be noted in his/her personnel file.
LOST KEYS
As previously mentioned, at no time should the hotel maintain a second key to any safe deposit box.
When a key is lost, it is necessary for the hotel to engage the services of a locksmith to drill and replace the lock. The cost for this service will be passed on to the box holder.
The box holder should be advised of the penalty for loss of the key at the time of issuance.
Both the box holder and a representative of the hotel must be present when the box is drilled by the locksmith.
These steps should be followed if any box key cannot be accounted for during an audit of the boxes:
• The auditor should check the “released” section of the file and note the last person known to have used the box.
• Contact the last known user by registered mail or phone to determine if he/she has any information regarding the whereabouts of the key.
• If the last box holder on record cannot be located, or does not have any information on the whereabouts of the key, the box must be tagged with the following verbiage for at least three weeks:
• "ANYONE UTILIZING THIS SAFE DEPOSIT BOX SHOULD NOTIFY THE FRONT OFFICE MANAGER, FOR IT IS SCHEDULED TO BE DRILLED ON (DATE)______________."
• If, after three weeks, there is still no information on the whereabouts of the key, a locksmith should be called in to open the box and replace the lock
• The Controller, in the presence of a witness, should conduct an inventory of the box, making a written record of the contents.
• The contents of the box should then be secured in the hotel safe, until proper disposal can be made, in accordance with state law.
KEYS RECEIVED BY MAIL OR MESSENGER
When a safe deposit box key is received by mail, it must be delivered to the Controller and held in the hotel safe. This delivery must be witnessed and signed by one other employee.
Before opening the box a “Safe Deposit Box Surrender” form (See Appendix 4) must be sent to the guest for execution and returned.
Upon receipt of the executed Surrender from, the box should be opened in the presence of the Controller and another witness.
• If the box is empty, an affidavit to that effect must be executed and witnessed.
• If the box contains property, the box should immediately be re-locked, the keys again secured, and an appropriate affidavit executed.
o The guest should be advised immediately and should be requested to remove the contents and surrender the box, or forward a “Power of Attorney” for the guest’s representative to do so.
o The General Manager shall ensure that the signature of the guest on the Power of Attorney is identical to that of the guest’s on his/her room registration and Safe Deposit Box Agreement.
o A Power of Attorney must be acted upon with caution, and under no circumstances should any person presenting such a Power of Attorney be granted access to the box if the authenticity of the
document is in any way questionable.
When a key is received by messenger, the hotel should follow the same procedures as when keys are received by mail.
If there are any questions regarding Powers of Attorney or other safe deposit box-related legal issues, contact the TECTON Legal Department.
EXCESS DEMAND FOR BOXES
• Use of Envelopes
On rare occasions, sufficient boxes may not be available for each guest requesting one.
The Front Office Manager should obtain approval from the General Manager to set aside one or more large safe deposit boxes for the use of more than one guest.
The key for this box should be kept in a locked area which is accessible only to Front Desk Management.
Advise the guest that all individual boxes are in use, and ask if he/she will agree to place his/her property in an envelope which will be placed in a larger safe deposit box with other guest’s property.
If the guest agrees, request that he/she complete and sign the envelope.
The Cashier should then initial and tape the envelope closed.
All other access procedures will remain the same as those listed above.
Use of Local Bank
1. If the guest declines to share a larger size safe deposit box, the property should explore the possibility of using a safe deposit box in a nearby bank.
2. Arrangements with the bank should be made in advance, and all costs should be paid by the hotel.
3. Hours when access will be permitted should be made clear to the guest before he/she decides on such usage.
4. The deposit of guest property into a bank safe deposit box should be accomplished directly by the guest. Under no circumstances should any agent or employee of the hotel accept custody of a guest’s property for deposit in the bank.
ITEMS OF UNUSUAL SIZE OR VALUE
Any unusual request for the use of safe deposit boxes must be referred to the General Manager or Controller.
If the item to be secured is too large or is known through local publicity to be of very high value (and on the hotel’s premises), the General Manager may make arrangements with a local bank.
UNUSUAL ACCESS
1. Court orders must be referred to the General Manager.
• When this occurs, the safe deposit box must be sealed and all right of access suspended until the hotel’s legal rights and obligations are determined.
• The General Manager should consult with the Kalihara Legal Department before granting access.
Under no circumstances shall access to a safe deposit box be allowed based on telephone or telegraph authorization.
No information of any kind regarding a guest’s safe deposit box may be given via telephone.
APPENDIX 1: RELEASE OF LIABILITY EXAMPLE
In consideration of (corporate name of hotel) a corporation of (state of incorporation) (hereinafter referred to as the “Corporation”), permitting the undersigned, (name of lessee), to use, without charge, one or more of the safe deposit boxes situated in the (franchise name) Hotel, (city), and other good and
valuable considerations, the undersigned, for itself, its successors and assigns, has released and forever discharges Kalihara Corporation and Kalihara Hotels , and its subsidiary companies, and each of them, their respective officers, agents and employees, of and from all claims, demands and liabilities of every kind and nature whatsoever which the undersigned can or may have against said
corporation or either of them, and their officers, agents, and employees because of any loss or damage or to the robbery, theft, or mysterious disappearance of any property owned by the undersigned, or for which the undersigned is responsible, while any such property is deposited or contained in such safe deposit box or boxes.
In witness whereof, I have hereunto set my hand and seal this day of _______, 20____
Signed ________________________________________________
Witness ________________________________________________
Print Name ________________________________________________
Room Number ________________________________________________
Home Address ________________________________________________
Business Address ________________________________________________
Box Number ________________________________________________
Date & Time Issued ________________________________________________
APPENDIX 2: SAFE DEPOSIT BOX AGREEMENT
DATE ___________________________________ BOX NO. ________________
NAME ___________________________________ ROOM NO. ________________
PERMANENT ADDRESS ___________________________________________________
Articles have this day been placed by me in safe deposit box number to which I have the key for one lock and the hotel has the key for the other, requiring both keys to open the box. I recognize you are not required to accept from me for deposit, articles, including cash of any aggregate value, in excess of the amount specified by state law. If the aggregate value of the items listed above exceeds the specified amount set by state law, I expressly covenant and agree in consideration of your accepting the same for my sole benefits, that under no circumstances will you, your officers, agents, employees or (franchise name) Hotel, or any of its subsidiaries, be liable for any amount in excess of the amount specified by state law.
I further agree to make a payment to the hotel to cover cost of drilling and replacing the lock should I fail to return the key. Witness my hand and seal this day of 1997.
Guest Signature ___________________________________
APPENDIX 3: SAFE DEPOSIT BOX ACCESS SLIP
Please sign this slip for access to your safe deposit box no.
Guest Signature ___________________________________
Room Number ___________________________________
Clerk/Cashier ___________________________________
Date ___________________________________
Time ___________________________________
APPENDIX 4: SURRENDER OF SAFE DEPOSIT BOXES
Please sign this slip to surrender your safe deposit box no.
Guest Signature ___________________________________
Room Number ___________________________________
Clerk/Cashier ___________________________________
Date ___________________________________
Time ___________________________________
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