Saving confirmations longer than 3 month
Confirmation emails should be saved in the guest profile until for at least two weeks after departure, preferably four weeks or longer.
Normaly it should be saved for 10 years after departure, because it is a part of the contract —or, more accurately, they are the contract— and it has a 10-year retention requirement.
Delete 3 month after sending is quite to early.
Leif Penning
shared this idea
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Dan Muenzberg
commented
For properties in Germany this is not a convenience feature, it is a legal obligation. A booking confirmation is a commercial letter and must be retained for six years under § 257 HGB and § 147 AO, issued invoices for eight years under § 14b UStG, in each case counted from the end of the calendar year. German GoBD rules require electronic documents to be kept electronically, in their original format and unalterable, a printout is not sufficient. Mews deletes after three months and offers neither an export nor API access to sent emails, so no German property can meet its statutory retention duty, while the liability stays with us. On top of that, guests book a year ahead and we have no proof of what was confirmed. Please provide at least six years of retention or an automated export.
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Bojana Karalic
commented
Extremely important! We have guests who make double bookings or make bookings they are "not aware of", then they ask to show some proof of them receiving confirmation and if booked more than 3 months ago - we can not do this and it creates frustration on both sides.
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DAMIEN KIEFFER
commented
yes it's very important.
We have guest how book a room 1 year before the arrival date for the big event.