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Hotel Check In Form Template

Streamline Your Guest Check-In Process with Ease

Managing guest check-ins can be a hassle without the right tools. This hotel check-in form template is designed for hoteliers who want to simplify their check-in process and ensure accurate guest records. Capture essential information like check-in and check-out dates, personal details, and preferences in one seamless form, enhancing your operational efficiency, improving guest experience, and minimizing paperwork. With WCAG-aligned labels, this template is also accessible for all users. Start exploring the live template to optimize your check-in process.

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Full name
Email address
Mobile phone number
Street address (home or billing)
Reservation confirmation number
Check-in date
Check-out date
Number of adults (18+)
1
2
3
4
5+
Number of children
0
1
2
3
4
5+
Estimated arrival time
Accessibility needs (select all that apply)
Step-free access
Accessible bathroom
Visual accessibility aids
Hearing accessibility aids
Service animal accompanying me
None
Other
Please Specify:
Special requests or notes
Are you bringing a pet?
Yes
No
I will present a valid government-issued photo ID at check-in
Yes
No
Preferred payment method at check-in
Card on file
New card in person
Cash
Other
Please Specify:
I authorize the hotel to place a security deposit hold and charge for incidentals or damages as applicable
Yes
No
I have read and agree to the house rules, including non-smoking and damage policies
Yes
No
Type your full name as signature
Signature date
I consent to the collection and processing of my personal data for booking and check-in purposes according to the privacy policy
Yes
No
Emergency contact full name
Emergency contact phone
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paper art illustration depicting hotel check in form template for FormCreatorAI article

When to use this form

If you run a hotel, hostel, or resort, use this form any time a guest arrives, from late-night walk-ins to busy group arrivals. It gathers stay dates, IDs, payment, and special requests in one place, so your team can assign rooms fast and keep accurate records. It is ideal for front desk staff during weekends, events, or high season. For faster arrivals, pair it with a pre-arrival Hotel guest registration form and verify details against a Confirmation of booking form. You also get a clean audit trail for taxes, incident follow-up, and chargebacks, while guests enjoy a smooth, professional welcome.

Must Ask Hotel Check In Questions

  1. What is your reservation number and the name on the booking?

    This links the guest to the correct record and speeds up room assignment. It also prevents duplicate profiles and reduces errors in billing and reports.

  2. What are your arrival and departure dates and times?

    Clear timing helps housekeeping stage the room and plan turnarounds. It also ensures you charge the right rate, taxes, and any early check-in or late checkout fees.

  3. How many overnight guests are staying, and are any minors?

    Accurate headcount keeps you compliant with fire codes and sets the right bed setup and amenities. If you expect day visitors, collect their names later with a Visitor request form.

  4. What is your government ID type and number, and your contact phone or email?

    ID verifies identity and meets local lodging rules, which reduces fraud. Contact details let you send receipts, Wi-Fi info, and urgent updates during the stay.

  5. What is your payment method, and do you authorize the security deposit preauthorization?

    A guaranteed payment and deposit protect you against no-shows, incidentals, and damages. Getting consent upfront speeds checkout and lowers disputes.

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