Evidence checklist
Record each item with date, time and the name of the person who observed it.
- Room number, dates of stay and the policy notice displayed
- Smell on entry, using the property smell scale
- Visible evidence such as ash, burn marks or a burnt smell on fabrics
- Photographs of relevant areas with a time stamp
- Smoke detector condition and any alarm history
- Whether windows or balconies were open
- Housekeeping notes from the stay
- Actions taken to clear the room and the time required
Smoking fees are a policy matter, and the rules differ between properties and brands. This checklist does not say when a fee is appropriate. It is about collecting information consistently so that whoever reviews the case can see what happened. Notes that say strong smell with no details are hard to defend and easy to dispute.
Aim to capture neutral observations. Smell is subjective, so describe where it was strongest, how it changed over time and what you did. If two people checked the room, record both views. If photographs were taken, note what each one shows. If a guest disagreed, note what they said.
Training is as important as the form. Walk new inspectors through two or three example entries so they see what a useful note looks like, and review a sample of completed forms with the team now and then. Consistent records protect everyone: the guest gets a fair review, the property has a clear account and staff are not left to rely on recollection weeks later. If there is any doubt about wording or the policy, ask a manager before recording a conclusion, and record observations rather than assumptions about what a guest did.
How to word observations
- Weak note
- Smells like smoke
- Stronger note
- Strong smoke smell at the door; strongest at the window curtain; faint in bathroom
- Weak note
- Burn mark
- Stronger note
- Round mark about the size of a coin on the desk edge, photographed at the time of check
- Weak note
- Guest denies
- Stronger note
- Guest said they did not smoke; no further comment recorded
- Weak note
- Cleaned room
- Stronger note
- Laundered bedding, wiped surfaces, aired for a few hours; smell remained at the drapes
Good practice reminders
- Be even-handed
- Record facts that point both ways
- Follow the policy
- Use the written fee policy and the notice shown to the guest
- Keep it consistent
- Use the same form for every case
- Escalate
- Pass questions about charges to a manager
Common questions
Is smell alone enough for a fee?
That depends on the property policy. This checklist only helps document what was observed.
Who should hold the records?
Follow your property's retention practice and keep them with the folio or incident record as policy states.
General information for Downtown Denver, not a quote or professional advice. In an emergency, call 911.