Why Your Hotel’s Lost and Found Form Isn’t Enough and How to Improve It

Hotels are busy environments, with guests coming and going every day. It’s no surprise that personal belongings are frequently left behind, from clothing and electronics to jewelry and important documents. Managing lost items effectively is crucial for maintaining guest satisfaction and a good reputation in the industry. Traditionally, many hotels rely on a lost and found form to track and return these items, but is this the best solution?

In this blog post, we’ll explore the role of a lost and found form in a hotel, what fields should be included, and why there is a better, more streamlined alternative that can save your hotel time and effort. Spoiler alert: the alternative is Deliverback, a simple, easy-to-use app that’s free for hotels to use. You can register your hotel today at this link to make your lost and found process more efficient.

What is a Lost and Found Form?

A lost and found form is a document used by hotels to record information about items that guests leave behind. When a guest contacts the hotel about a missing item, the hotel staff fills out the lost and found form to log the necessary details. This form typically helps hotels track, store, and eventually return these lost items to their rightful owners.

However, relying solely on a lost and found form can be cumbersome. In a busy hotel environment, where multiple staff members are involved, things can easily slip through the cracks. This is why an increasing number of hotels are turning to more automated and user-friendly solutions, like Deliverback, which we’ll discuss later in this post.

What Should Be Included in a Hotel Lost and Found Form?

If you are still using a lost and found form in your hotel, it’s essential to make sure it includes all the necessary fields to ensure that items are tracked and returned efficiently. Here’s a breakdown of the critical fields every lost and found form should have:

1. Guest Information

   • Full name
   • Contact details (phone number and email)
   • Reservation or room number (if applicable)

   This information is crucial for reaching out to the guest when the lost item is found.

2. Item Description

   • Item category (e.g., electronics, clothing, jewelry)
   • Detailed description of the item (color, brand, any distinguishing features)
   • Estimated date and time the item was lost

   A clear description helps the hotel staff match the item with the right owner quickly.

3. Location Where the Item Was Found

   • The exact location within the hotel where the item was found (e.g., lobby, room, restaurant)

   Recording this detail helps staff cross-check any inquiries with the hotel’s various departments.

4. Date the Item Was Found

   • The date and time the item was found should always be recorded for tracking purposes.

5. Staff Member Who Found the Item

   • The name or identification number of the staff member who discovered the item.

   This is useful for accountability and to avoid confusion among staff.

6. Storage Location

   • Where the item is currently being stored (e.g., lost and found office, hotel safe)

   Knowing the exact location of stored items ensures they can be retrieved quickly when needed.

7. Status of the Item

   • Whether the item has been claimed, is still in storage, or has been returned.

   Tracking the item’s status prevents mistakes and ensures the correct procedures are followed.

8. Return Details (if applicable)

   • Date the item was returned
   • Method of return (e.g., guest pickup, shipping)

   This section provides a clear record of the return process, ensuring no discrepancies in the guest’s experience.

While a lost and found form with these fields can provide a basic framework for managing lost items, it’s far from perfect. Paper forms can be lost, staff may forget to fill them out, and tracking hundreds of items becomes a manual, time-consuming task. That’s where Deliverback comes in as a more efficient alternative.

Why a Lost and Found Form Isn’t Enough

While a well-organized lost and found form can be useful, there are several reasons why it’s not always the best solution for hotels:

1. Time-Consuming

   • Filling out a detailed lost and found form for every item takes time. In a busy hotel, staff may not always have the bandwidth to manage the process thoroughly, leading to lost forms or incomplete data.

2. Prone to Errors

   • Manual entry increases the likelihood of errors. A misplaced form or a simple oversight can result in a lost item not being properly logged, which frustrates both guests and staff.

3. Lack of Automation

   • A traditional lost and found form doesn’t integrate with other systems. It requires human intervention at every step, from logging the item to notifying the guest and organizing its return.

4. No Guest Visibility

   • A lost and found form exists only within the hotel’s internal system. Guests have no way of knowing if their item has been found unless they repeatedly call or email the hotel.

A Better Alternative: Deliverback, the Simple and Free Solution for Hotels

Instead of relying on a lost and found form, hotels can use Deliverback, a free app that simplifies the entire lost and found process. Not only is it more efficient for hotel staff, but it also provides a much better experience for guests.

Here’s why Deliverback is a better alternative to a lost and found form:

1. Automatic Item Logging

   • With Deliverback, hotels can log lost items digitally, eliminating the need for paper forms. The app’s intuitive interface makes it easy for staff to enter all relevant details with just a few clicks.

2. Instant Notifications for Guests

   • Guests are automatically notified through the app when their lost item is found. Instead of calling the hotel multiple times, they can simply check the app for updates. This improves guest satisfaction and reduces the workload on staff.

3. Shipping Integration

   • One of the most challenging aspects of managing lost items is organizing their return. Deliverback integrates shipping options directly into the app, allowing hotels to ship items back to guests with minimal effort.

4. Secure Item Tracking

   • Every step of the process, from logging the lost item to its return, is tracked within the app. This provides complete transparency and accountability, ensuring no items are misplaced or forgotten.

5. Data and Analytics

   • Hotels can view detailed analytics on lost items, including how many items are lost, how quickly they are returned, and common locations where items are found. This data can help improve internal processes and guest services.

6. Completely Free for Hotels

   • Best of all, Deliverback is completely free for hotels to use. There are no hidden fees or subscription costs. Hotels can sign up today and start streamlining their lost and found process immediately. You can register your hotel at this link.

How to Get Started with Deliverback

Switching from a traditional lost and found form to Deliverback is quick and easy. Here’s how your hotel can get started:

1. Register Your Hotel

   • Simply visit this link to create your free account. The registration process takes just a few minutes.

2. Train Your Staff

   • Deliverback’s intuitive design requires minimal training. Hotel staff can quickly learn how to log items, notify guests, and organize returns through the app.

3. Start Logging Lost Items

   • Once registered, you can start using Deliverback immediately. No more paper forms or manual tracking—just a smooth, automated process that makes managing lost items effortless.

Conclusion: Upgrade Your Lost and Found System with Deliverback

While a lost and found form can help manage lost items, it’s not always the most efficient or reliable solution. Paper forms can be lost, and the manual process is prone to errors. That’s why more hotels are turning to Deliverback, a simple, free app that automates the lost and found process and improves guest satisfaction.

If you’re ready to streamline your hotel’s lost and found system, you can register for free at this link. Say goodbye to cumbersome lost and found forms and hello to a faster, more efficient solution with Deliverback.