Processes: Booking, check-in, check-out
A smooth process from booking to departure is of great importance to tradespeople and business travellers. Anyone who finds themselves facing locked doors or having to deal with complicated procedures after a long day’s work or a long journey is quickly frustrated. Landlords of accommodation for tradespeople should therefore establish clear, simple and well-organised procedures that ensure guests have a stress-free stay. This article explains, step by step, how booking, check-in and check-out typically work in tradespeople’s accommodation and what both guests and landlords should bear in mind.
A professional process builds trust, ensures guest satisfaction and reduces administrative workload. Good organisation is essential, particularly for longer stays or group bookings.
The booking process: From enquiry to confirmation
The booking process begins with finding suitable accommodation. Technicians and business travellers use various channels for this: specialist portals for accommodation for technicians, Google searches, recommendations from colleagues, or contacting well-known providers directly.
Initial contact and enquiry about availability
Most bookings begin with an enquiry sent by email, telephone or via a contact form on the website. The guest provides the key details: preferred dates, number of guests and any special requirements.
Landlords should respond to enquiries as promptly as possible – ideally within a few hours, but no later than the next working day. The reply should include the following information:
- Availability: Is the accommodation available during the desired period?
- Price: How much does the stay cost? Are there any discounts for longer stays?
- Facilities: What services are included in the price?
- House rules: Are there any important rules that guests should be aware of?
Booking confirmation and conclusion of contract
Once the guest and the host have agreed, the booking becomes binding. With professional providers, the guest receives a written booking confirmation by email. This should include all the key details: dates, price, payment terms, the address of the accommodation and contact details in case of any queries.
Some landlords use a tenancy agreement, particularly for longer stays. This sets out details such as notice periods, the deposit and house rules.
Payment methods
There are various payment options available. Some landlords require a deposit, whilst others settle the bill after the stay. Payment by invoice is particularly common for corporate bookings. The guest then receives a proper invoice showing VAT after their stay.
A deposit is not always required, but it is quite common for longer stays. It is usually between 100 and 300 euros and is refunded after check-out, provided no damage has been caused.
Check-in: Arrival and key collection
Check-in is the first face-to-face interaction between the guest and the accommodation. A well-organised check-in process ensures that the guest feels welcome from the very start and receives all the necessary information.
Check-in times and booking appointments
Unlike hotels, accommodation for tradespeople often does not have fixed check-in times. Arrival times are arranged on an individual basis, as tradespeople often arrive at different times – depending on when they finish work or are able to leave their previous site.
The arrival time is usually arranged one or two days before arrival by telephone or email. The guest lets the landlord know their approximate arrival time, and the landlord organises the handover of the keys accordingly.
Handover in person or key deposit
There are various ways for guests to collect their keys. Handing them over in person is the traditional method. The landlord or a member of staff meets the guest on site, hands over the keys and shows them around the accommodation. During this process, important details are explained:
- Where is everything in the flat?
- How do the heating, washing machine and other appliances work?
- Wie funktionieren die Heizung, die Waschmaschine und die anderen Geräte?
- What is the Wi-Fi password?
- Who can you contact if you have any problems?
For late arrivals, a key box is often used. Guests are sent the code in advance and can let themselves in. A detailed description of the accommodation is then provided in the flat or sent by email.
Documentation and handover report
For longer stays or high-end accommodation, it is a good idea to draw up a handover report. This document records the condition of the property upon arrival: is there any existing damage or defects? Are all appliances in working order? This report protects both parties from any misunderstandings later on.
Your stay: service and support
Guests should be able to contact someone at any time during their stay. An emergency telephone number should be displayed clearly in the flat. In the event of technical problems, faulty appliances or other issues, a prompt response is required.
For stays of two weeks or more, a regular cleaning service is provided. The flat is cleaned approximately every two weeks, and bed linen and towels are changed. The date is arranged with the guest.
Check-out: Departure and return
Check-out marks the end of the stay. Here, too, a clear procedure is important to make the process straightforward for everyone involved.
Check-out times and booking appointments
As with check-in, check-out times are agreed on an individual basis. Guests usually check out by 10 or 11 am, but there is some flexibility here too. This is arranged a few days before departure so that the landlord can plan the final clean and prepare the property for the next guest.
Handover of the flat and inspection of its condition
The flat is handed back on departure. Ideally, a brief handover takes place during which both parties check the condition of the property. The following points are checked:
- Has the flat been left in a clean and tidy condition? (Rubbish disposed of, major dirt removed)
- Are all the keys here?
- Are there any damages or faulty devices?
- Have any personal belongings been left behind?
Most landlords require the flat to be left in a tidy condition. This does not mean it has to be professionally cleaned – the landlord usually takes care of the final clean. However, any major dirt should be removed and the rubbish disposed of.
Refund of deposit and invoice
If a deposit has been paid, it will be refunded once the flat has been handed over. Provided no damage is found, the refund will be made by bank transfer within a few days.
Guests will receive the final bill no later than upon check-out. This should clearly itemise all charges: accommodation costs, any additional services booked, and VAT. For corporate bookings, a proper invoice is particularly important, as it is required for accounting purposes.
Tips for a smooth process
To ensure that bookings, check-in and check-out run smoothly, both parties should bear a few points in mind:
For guests:
- Book well in advance, especially during the peak season
- Please provide all relevant information when making your enquiry
- Agree on fixed check-in and check-out times
- Please let us know in good time if you are running late
- Take good care of the flat
For landlords:
- Respond quickly to enquiries
- Provide clear and comprehensive information
- Be flexible with check-in and check-out times
- Staying in touch during your stay
- Professional handling of payments and invoicing
A well-organised process builds trust and ensures that guests are happy to return or recommend the accommodation to others. Business travellers sometimes use traditional hotel booking sites or book directly through company contacts. It is important for landlords to have a presence on the right channels. Having your own website with clear information on facilities, prices and booking options is essential. The presentation should be honest and transparent – clear photos, precise descriptions and fair prices are more important than glossy advertising. Those who know their target audience and address them accordingly will be rewarded with high occupancy rates.
