Concierge specialists are individuals who are knowledgeable in preparing the amenities of a particular venue to accommodate guests and clients. Most concierge specialists work in hotels, resorts, and restaurants where their services are needed. However, there are also those who work in basic business establishments and even educational institutions. The main duty or responsibility of a concierge specialist is to arrange the appointments as well as book reservations for an individual such as a hotel guest. And due to this job description, there are concierge specialists who are open to being hired by individuals to be a lifestyle manager who will be managing the individual’s day-to-day errands and schedules.
A concierge request form is a document which is used to request for the services of a concierge specialist. The form is essential for gathering the details of the services that the client is requesting to be fulfilled. Additionally, a concierge request form will also cater to the significant information of the client to aid in identifying who the requestor is and to whom the services will be provided. Moreover, concierge request forms can also be used for determining the period or the length of time that the concierge and the management were able to complete the client’s requests and needs. By knowing the time-frame of the request, the management will be able to acknowledge their strengths and weaknesses. For instance, if the time-frame of the request took an hour before it was completed, then the management can create a plan to minimize the spent time and meet the requests of the client immediately without any delay.
Concierge request forms can be made into different varieties to cater the information and data to be used for the request procedure of the concierge specialist and the management. Below are some of the basic varieties of concierge request forms that concierge specialists can use for their guests and clients:
Concierge Activity Request Form – This variety of concierge request form is mostly used in resorts and parks where guests will be accommodating the amenities for a vacation or other occasions. To welcome and introduce the guests to the special arrangements and availments, as well as the purpose and objective of a concierge request form, a statement is incorporated in the form as it’s first section or header. The statement helps the guest or the user to know how he can complete the form, what specific rules and regulations must be followed during his stay, and what documents he will be needing to submit along with the completed request form. An example of a policy of some resorts and parks for their concierge services include the obligation of the guest to ensure that he has booked a room reservation prior to his arrival, and the responsibility of the concierge specialist to supply an itinerary to the guests in the completion of the request.
After the statement, the guest will be required to disclose his name, type of accommodation, local phone number, billing address, contact information along with the dates and time of his arrival and departure from the resort. A confidentiality statement will then follow the particulars of of the guest along with a list of restaurant options that the resort recommends for the guest if ever he prefers to grab a meal outside the resort’s premises. To inform the resort’s concierge specialist above the guest’ preferences and choices, the guest must indicate the name of his chosen restaurant from the list provided in the form and the date and time of when a table will be reserved along. In addition to the reservation details, the number of heads or people who will be joining the guest during the meal at the restaurant should also be stated to ensure that all involved persons will be catered and will have a seat readied for him. The types of activities that the guest wants to conduct and participate in the resort’s premises can also be stated in the form to allow the concierge specialist in informing the staff as to when the activity area will be prepared and what forms of equipment will be needed by the guest.
Meeting Concierge Request Form – Companies and organizations who are planning to hold meetings and conferences in a specific venue are the target users of this variety of concierge request form. In a meeting concierge request form, the representative of the company will be able to enlist the company’s preferences and needs on the day of the meeting. The representative personal information such as his name and electronic mailing addresses are required to be stated in the form with the details of the company including the name of the company, the title of the meeting, the name of the host, the date and time of the meeting, and the number of employees attending the meeting.
Concierge Pharmacy Service Request Form – On-call medical teams and staff are important for any hotel, resorts, and business companies. These staff members should be knowledgeable about the symptoms and cures of various illnesses. Licensed pharmacists are some of the staff members that a company and a resort or business establishment must hire as part of their medical team who will provide the medical needs of the guests and clients. However, in order for a guest to avail the pharmacy services, he must first complete a concierge pharmacy service request form. The form contains three sections wherein the first one is a patient information section which will collect the name of the patient in need of the medication, the room number of the requesting guest and patient, the language that both parties understand, their anticipated departure, the number of medicine that the patient needs during his stay in the premises, and the chosen method of payment of the patient and the guest.
The second section of the form is the mode of information section where the preferred option of the guest or the patient will be stated regarding how the medications will be received whether by picking up the medicine or by requesting a delivery. If the patient and the guest will be requesting a delivery, the time of when the medicine should be delivered to the patient is required to be disclosed in the form along with the identification of the person who will be receiving the medicine upon the delivery of the establishment’s staff.
Concierge Vacation Request Form – Compared to the aforementioned form varieties, this document is not intended to be used by a client or a guest rather by the staff and the employees of a concierge service provider. The form has a similar function to a basic leave request form, however, it is specifically created for the concierge specialists who will be requesting a time-off from their job. To complete the form, the concierge specialist must indicate the date of when he will be leaving or when he will not be able to report to work. Along with the date would be the explanation or the reasons of the specialist of why he needs the vacation leave. Once signed, the form must be submitted to his manager who will be the person to provide an approval or a declination of the specialist’s vacation request.
A general concierge request form is another variety of concierge request form, however, this document is applicable to be used for the basic and common services and needs of an establishment. This document can provide various benefits and advantages to business establishments specifically because of it’s efficiency in gathering the details of the involved party and determining what needs to be done. Nonetheless, when making this form, the essentials should always be incorporated into it which are enlisted and described below:
An concierge specialist can also use a questionnaire form when transacting with a client as a supplement document for the concierge request form. Moreover, the questionnaire should only focus on collecting the details and descriptions of the client’s preferences, needs, requests, as well as the client’s expectation of what the establishment can provide to them. By having both documents, the concierge request and the questionnaire form, a concierge specialist will be able to achieve a better communication and relationship with the clients and guests.