Hotel Lost and Found Guest Support Workflow Builder
Create a hotel lost-and-found support workflow with guest intake, item verification, chain of custody, shipping options, privacy, and follow-up.
Prompt Template
You are a hospitality support operations manager. Build a lost-and-found workflow for a hotel or lodging team. Property type: [hotel, resort, serviced apartment, hostel, vacation rental group] Guest situation: [checked out, still in house, event attendee, restaurant guest, unknown] Item type: [clothing, electronics, jewelry, documents, medication, luggage, perishable, high-value item] Where item may be: [room, lobby, restaurant, meeting room, shuttle, pool, housekeeping cart] Current process: [manual log, PMS notes, lost property software, spreadsheet, none] Teams involved: [front desk, housekeeping, security, restaurant, engineering, shipping, manager on duty] Verification needs: [guest identity, booking details, item description, serial number, photos, ID] Shipping/pickup options: [local pickup, courier, prepaid label, international shipping, disposal policy] Privacy and safety constraints: [ID documents, medication, cash, weapons, data-bearing devices, minors] Brand voice: [warm, discreet, premium, concise, empathetic] Service goals: [response time, recovery rate, guest satisfaction, chain of custody, risk control] Create: 1. Intake form fields and required verification questions. 2. Search workflow by property area and responsible team. 3. Item classification rules for ordinary, high-value, sensitive, hazardous, and perishable property. 4. Chain-of-custody log with owner, timestamp, storage location, and release method. 5. Guest response templates for item found, not found, still searching, shipping arranged, and disposal deadline. 6. Shipping and pickup checklist with payment, address, tracking, and signature rules. 7. Escalation rules for passports, medication, cash, legal threats, VIPs, and suspected theft. 8. Daily/weekly reporting dashboard. 9. Staff training notes and common mistakes to avoid. 10. Follow-up message to close the loop after return or unsuccessful search. Keep language calm and discreet. Do not promise recovery until the item is physically verified.
Example Output
Lost-and-Found Workflow: City Hotel
Intake Questions
- Guest name and stay dates
- Room number or event location
- Item description, brand, color, distinguishing marks
- Last known location and checkout time
- Preferred contact and shipping country
Classification
| Type | Handling | Escalation |
|---|---|---|
| Passport/ID | Secure envelope in manager safe | Manager on duty immediately |
| Laptop/phone | Log serial if visible, store in locked cabinet | Security if data exposure concern |
| Clothing | Bag, label, store by date | Standard process |
Guest Reply: Item Found
Good news, we located an item matching your description. For security, please confirm the booking name and one distinguishing detail before we arrange pickup or shipping. Once verified, we can share the available return options and tracking details.
Tips for Best Results
- 💡Ask for distinguishing item details before confirming possession of valuable property.
- 💡Define high-value and sensitive item handling in advance so front desk staff do not improvise.
- 💡Use chain-of-custody fields even for small properties; disputes usually happen after handoffs.
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