Hotel Guest Check-In Form
A hotel guest check-in / registration card — guest and contact details, ID, arrival and departure dates with nights and rate (auto estimated total), room, occupancy, vehicle, special requests, payment method, and signature.
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HOTEL GUEST REGISTRATION / CHECK-IN The Harbor View Hotel GUEST Name: Sample Guest Address: 123 Example St, Springfield Phone/email:(555) 010-2030 · guest@example.com ID / passport: DL ****4821 STAY Arrival: July 16, 2026 Departure: _______________ Nights: 3 Room: 204 — King Guests: 2 adults Vehicle: Blue sedan — ABC-1234 CHARGES (estimate) Nightly rate: $149.00 x 3 night(s) Estimated room charge: $447.00 (Excludes taxes, fees, and incidentals. Final total per the hotel folio.) Payment method: Credit card SPECIAL REQUESTS High floor, away from elevator. Late checkout if available. POLICIES (acknowledged at check-in) Check-out time, smoking policy, pet policy, and damage/incidental responsibility as posted by the hotel. Guest authorizes charges to the payment method on file. _____________________________ Date: __________ Guest signature
About this template
A hotel guest check-in (registration) card captures the essentials a property needs at arrival and creates a signed record of the stay agreement. The core fields are the **guest's name, home address, and contact details**, a form of **ID** (hotels routinely verify identity at check-in, and many jurisdictions require recording guest registration details), the **arrival and departure dates** with the number of **nights**, and the **room and rate**. Stating the **rate and an estimated room charge** up front sets expectations — but the card should make clear this is an estimate that **excludes taxes, fees, and incidentals**, with the final total reflected on the hotel folio at checkout. Capture **occupancy** (number of guests), an optional **vehicle/plate** for parking, and **special requests** (high floor, late checkout, accessibility needs) so the front desk can act on them. A **payment method** and the guest's **signature** complete the agreement: by signing, the guest typically acknowledges the hotel's posted policies (check-out time, smoking, pets, and responsibility for damage/incidentals) and authorizes charges to the card on file. Two practical notes. First, this card collects **personal data** — name, address, ID, and payment details — so it must be stored securely and handled under applicable privacy and payment-card rules (e.g., PCI-DSS for card data); never leave completed cards exposed at the desk. Second, requirements and lawful ID practices **vary by country and property**, so adapt the fields to your jurisdiction and brand standards. Used well, the card speeds arrival, reduces disputes at checkout, and gives the property a clean, signed record of each stay.
When to use it
- Checking a guest in at a hotel, inn, or B&B front desk.
- Recording guest, stay, room, rate, and payment details.
- Capturing ID, occupancy, vehicle, and special requests.
- Getting a signed acknowledgement of hotel policies.
What to include
- Guest name, address, contact, and ID reference.
- Arrival/departure dates, nights, room, and rate (with estimated charge).
- Number of guests and optional vehicle/plate.
- Special requests and payment method.
- A policy acknowledgement and guest signature.
Frequently asked
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