Hotel Lost and Found Receipt and Storage Audit

Inspection template for auditing hotel lost and found receipt handling, storage controls, documentation, item return, and disposal practices.

Receipt Intake and Logging

• Found item is logged immediately upon receipt
  Item is entered into the lost and found log at the time it is received, not later in the shift.
• Date, time, and location of discovery are recorded
  Log includes when and where the item was found, using a specific location such as room number, hallway, lobby, or amenity area.
• Finder and receiving employee are identified
  Record identifies who found the item and which employee accepted custody.
• Item is assigned a unique tracking number
  Each item has a unique identifier that links the physical item to the log entry and storage location.
• Item description is specific enough for identification
  Description includes distinguishing features such as brand, color, size, serial number, condition, or contents when applicable.

Photo and Evidence Documentation

• Photo evidence is captured for valuable or disputed items
  Photos are taken for items of value, electronics, jewelry, wallets, IDs, or items likely to require verification.
• Photos or records do not expose unnecessary personal data
  Images and notes avoid displaying full ID numbers, payment card numbers, or other sensitive personal information.
• Condition of item is documented at intake
  Record notes whether the item was intact, damaged, wet, broken, opened, or missing contents.

Secure Storage Controls

• Lost and found storage is locked or access-controlled
  Storage area is secured so only authorized employees can access items.
• Access list or key control is maintained
  There is a current list of authorized personnel or a controlled key/credential process for the storage area.
• Items are segregated to prevent mix-ups or damage
  Items are organized by date, tracking number, category, or retention status to prevent loss, theft, or cross-contamination of records.
• Perishable, wet, or hazardous items are handled separately
  Any food, liquids, sharp objects, batteries, medications, or other potentially hazardous items are isolated and managed according to site procedure.
• Storage area is clean, dry, and free of pest or mold indicators
  Shelving, bins, and surrounding area are clean and protect stored property from moisture, contamination, or deterioration.

Guest Verification and Item Return

• Guest identity is verified before release
  Staff confirm the claimant's identity using an approved method before releasing any item.
• Claim details match the stored item record
  Claimant description, room number, dates, or item characteristics are matched against the log before release.
• Item return is documented with date, time, and recipient signature
  Release record includes the date and time of return, name of recipient, and signature or equivalent acknowledgment.
• Shipping or courier handoff is tracked when applicable
  If the item is mailed or delivered by courier, tracking number and handoff details are recorded.

Retention, Disposal, and Compliance

• Unclaimed item retention timeline is defined and followed
  The hotel has a documented retention period and items are held for the required duration before disposal or transfer.
• Disposal or donation is authorized and documented
  Items are not discarded or donated without approval, and the final disposition is recorded with date and approver.
• Records are retained according to policy
  Logs, release forms, and disposition records are retained for the required period and are retrievable for audit review.