Who this is for: front desk, housekeeping, and duty managers at independent hotels, hotel groups, motels, and resorts who need the front desk and housekeeping working from one room status.
A room status report is how the front desk and housekeeping stay in sync on which rooms are clean, occupied, inspected, and ready to sell. This template gives you the status-code legend, a per-room report, a by-shift routine, and an end-of-day reconciliation, so a room never gets sold dirty or held empty by mistake. Copy the codes, run the report each shift, and reconcile the two teams before handover.
What You Get
- A full room status code legend, from vacant clean to out of order
- A per-room daily report with house summary, status, and housekeeper notes
- A by-shift routine for the morning pull, midday update, and evening handover
- A front-desk-versus-housekeeping reconciliation with a supervisor sign-off
- Downloadable PDF and Word files ready to brand
The Room Status Code Legend
Use one set of codes across the property so every team reads a room the same way.
| Code | Meaning |
|---|---|
| VC, Vacant Clean | Empty, cleaned, and ready to sell |
| VD, Vacant Dirty | Empty but needs cleaning before it can be sold |
| OC, Occupied Clean | Guest in house and the room has been serviced today |
| OD, Occupied Dirty | Guest in house and the room still needs servicing |
| I, Inspected | Passed supervisor inspection and confirmed clean |
| RTS, Ready to Sell | Inspected, cleared, and available for front-desk assignment |
| OOO, Out of Order | Unsellable due to a maintenance issue; track the expected return date |
| OOS, Out of Service | Held out of inventory but not broken, such as a deep clean or staging |
| DND, Do Not Disturb | Guest requested no entry; reattempt service later and log it |
The Hotel Room Status Report
Run this per shift. The header gives the house picture, and the per-room grid gives the detail.
| Part | What to record |
|---|---|
| Report header | Property, business date, shift, who prepared it, and a house summary of rooms sold, vacant, out of order, arrivals, and departures |
| Per-room status | Room number and type, the status code, the assigned housekeeper, and notes such as a linen change or a maintenance flag |
| Reconciliation and sign-off | Match the PMS status against the housekeeping report room by room, resolve any mismatch, and have the supervisor sign and time it |
A Filled-In Example
A few rows from a completed report.
| Room | Type | Status | Housekeeper | Notes |
|---|---|---|---|---|
| 204 | King | RTS | Maria | Inspected 11:05, ready for early arrival |
| 207 | Double Queen | OD | Jon | Stayover, extra towels requested |
| 210 | King | OOO | Unassigned | AC fault, ticket 118, back 14:00 |
The By-Shift Routine
- Morning status pull: pull the opening status for all rooms and assign the housekeeping board.
- Midday update: update statuses as rooms are cleaned, inspected, and checked out.
- Evening handover: confirm final statuses and flag any room not ready for arrivals.
How Do You Reconcile Room Status?
- Compare room by room: run the PMS status against the housekeeping report, not just the totals.
- Resolve every mismatch: investigate a sleep-out, skip, or early checkout the moment the codes disagree.
- Keep one code set: confirm every team uses the same definitions, especially across a group.
- Sign it off: have the supervisor review, sign, and time the reconciled report.
Common Mistakes to Avoid
- Two separate lists. When the front desk and housekeeping keep their own status, a room gets sold dirty or held empty.
- Skipping inspection. Marking a room ready to sell before it is inspected leads to a guest walking into a dirty room.
- No expected return date on out-of-order rooms. Without it, revenue is lost on rooms that could have returned to inventory.
- Inconsistent codes across properties. A group needs one legend so a status means the same thing everywhere.
- No reconciliation at handover. Mismatches found the next morning are far harder to trace.
By Property Type
The same report adapts to how each property runs.
Hotel Groups
Roll the per-property reports into one group view, keep a single code set across every property, and share cross-property availability so a full house can walk a guest to a sister property cleanly.
Motels
Confirm status with an exterior-corridor and parking sweep alongside the PMS, and flag any room with a visible maintenance or key issue during the walk.
Resorts
Track rooms and villas by building or zone, add turndown and amenity notes, and reconcile by building so a large property never loses a unit between teams.
Stop Running Two Room Status Lists
A status report keeps the front desk and housekeeping aligned, but two separate lists drift apart the moment a room is cleaned or a guest checks out early. With roommaster, room status is live on one screen for both teams, so a room flips from dirty to clean to inspected in real time and the front desk always knows what is truly ready to sell. The template is the starting point, and roommaster is how the two teams stop working from conflicting lists. See how it works on the roommaster platform.
Frequently Asked Questions
1. What do the hotel room status codes mean?
They are shorthand for a room's condition: vacant or occupied, clean or dirty, inspected, ready to sell, out of order, or out of service, plus do not disturb. Using one set of codes lets the front desk and housekeeping read every room the same way.
2. What is the difference between out of order and out of service?
An out-of-order room is unsellable because of a maintenance issue and is tracked with an expected return date. An out-of-service room is held out of inventory on purpose, such as for a deep clean or staging, but is not broken. Keeping them separate protects your sellable count.
3. How often should room status be updated?
Pull the opening status each morning, update through the day as rooms are cleaned and inspected, and confirm final statuses at the evening handover. Reconcile the front desk and housekeeping views at least once per shift.
4. What does ready to sell mean?
Ready to sell, or RTS, means the room has been cleaned, inspected, and cleared, so the front desk can assign it to an arriving guest. It is the final green light after inspection.
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