Use this outline in a private notebook or print a copy to complete by hand. Focus on what you observed and what was agreed. If a situation requires urgent help, attend to that first.
What you noticed
- Date and time: ______________________________
- Location or room: ______________________________
- What I directly observed: ______________________________
- When I first noticed it: ______________________________
- How it affects use of the room or facilities: ______________________________
What you asked
- Person or department spoken with: ______________________________
- Time of conversation: ______________________________
- Help or change requested: ______________________________
- Proposed action and expected timing: ______________________________
What happened next
- Follow-up conversation: ______________________________
- Action completed or alternative offered: ______________________________
- Any agreed change to the booking or charges: ______________________________
- Relevant receipts, messages, or photographs saved: ______________________________
Keep the record useful
Separate observations from guesses. Quote exact words only when you recorded them accurately. Keep original files and a clear sequence of events. Avoid adding another guest’s private details to a record unless they are necessary and appropriately obtained.
Store completed notes privately. They may contain your room number, itinerary, or other personal information. See how to raise a concern with hotel staff and what to record after a hotel incident for related guidance.