A hotel check-in form is a document which is used by hotels to collect the names and the contact information of their clients and guests. In the form, the guest must state his name, address, phone number, and the number of the chosen room. Additionally, the payment method of the guest for providing the hotel fees and payments will also have to be stated in the form including the card and cheque details. After the form is completed, the guest must submit the form to the hotel receptionist to inform the preferences and needs to be catered within the period of the guest’s stay.

Why Use a Hotel Check-In Form in PDF?

The term “PDF” is an acronym to the term “portable document file” format which is a type of format that makes a document look like it is the printed version of the document. The reason why hotels must choose this format over other formats is because it retains the layout and the arrangements of the contents even after the file is transmitted electronically to another device. Hotel check-in forms in “.PDF” formats can also be printed efficiently or yet be incorporated with entry fields to electronically collect the details of a guest.

What Are Data and Information Are Collected in Hotel Check-In Forms in PDF?

There are different types of information or data which can be collected and be documented in any variety of hotel check-in forms in “.PDF” format. Firstly, the general information of the hotel guest will be required to be stated in the form which can include the guest’s date of birth, credit card type, and travel information.

Another data to be stated in the form would be the list of rooms available to be chosen by the guest including the amenities included in each room, and the payments or fees for varying room packages. Also, the number of heads staying with the guest and the number of days when the guest will remain in the hotel is necessary to be included.

Varieties of Hotel Check-In Form in PDF

Hotel Check-in and Out Policy Form – This hotel check-in form is intended to be read and be understood by a hotel guest and client. In the form, the policies will be enlisted for those who will be checking in and out of the hotel. In addition, other policies such as those which needs to be followed by the guest’s visitors and children will also be defined in the form as well as the use of the hotel’s equipment and machines.

Hotel Check-in and Out Policy Form

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  • PDF

Size: 206 KB

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Moreover, hotel check-in and out policy form can either be handed over to the guest upon checking in or be posted inside the guest’s room. The important thing is that the policies are explained properly and are informed to each hotel guest.

Hotel Check-in Registration Form – There are three sections in this form variety. The first section is allotted for the basic data of the guest along with his credit card and bank information. The details to be disclosed in it would be the guest’s first name and surname, the guest’s date and place of birth, the type and number of identification documents that the guest has provided, as well as the expiration date of the credit card used for the payments.

Hotel Check-in Registration Form

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  • PDF

Size: 799 KB

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In the second section of the form, the arrival and departure dates of the guest will be specified along with the room type. And lastly, the third section is for the signature of the guest to permit the hotel in charging the guest’s credit card to obtain the payment and fees for staying in the hotel.

Hotel Guest Check-in Form – This variety of hotel check-in form is not to be used by walk-in guests rather by those who have already booked a hotel reservation. In the form, there is a welcome statement addressed to the guest who is using the form. This is then followed by entry fields for the details of the property or hotel areas which have been booked. The type of property, its location, the date when the booking was made, the name used by the guest when booking the area, and the contact information of the guest are some of the data to be disclosed in the form. Additionally, a credit card authorization section is also incorporated into the form to document the authorization that the guest provided to the hotel for charging the hotel bills to his card.

Hotel Guest Check-in Form

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  • PDF

Size: 96 KB

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Hotel Reception Check-in Transcript Form – This is another form variety which does not have entry fields to be filled out by any user. However, this form is essential to be prepared and be used by a hotel receptionist, specifically for answering guest inquiries and calls. The form will have an example of a conversation between a guest and the receptionist or the front desk. Moreover, this can be used by hotel staff members who are still in the training program of the hotel for dealing with clients and guests.

Hotel Reception Check-in Transcript Form

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  • PDF

Size: 178 KB

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Other Formats to Consider Using For Hotel Check-In Forms

Aside from the “.PDF” format or the portable document file format, there are also other text and document formats that hotels can consider using. One of the most basic and well-known formats is the word document format or “.DOC”. This format serves as the building block for other formats since it can be accessed using a text and word processing software application and program. Hotel check-in forms in “.DOC” formats can be useful for recreating the form in the future without having the need to re-convert the format to another format to in order to make changes and alterations.

Hotel check-in forms can also be made in “.XLS” format or in a spreadsheet format. This format can be accessed using spreadsheet application programs where grids, lines, rows, and columns are readily incorporated. Most hotels use this format for recording and comparison purposes. However, regardless of the variety, hotel check-in forms must only collect relevant and necessary information from guests and clients, and limit information which is not essential for any type of hotel transaction.

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