Hotels and other rental properties should ensure that they keep accurate data, records, and information about every guest who stayed on their premises as well as the transactions that they will and have conducted. One of the documents to use for this purpose is known as the hotel credit card authorization form.
What Is a Hotel Credit Card Authorization Form?
A hotel credit card authorization form is a type of document that hotels use for their guests who prefers the option to pay the hotel’s services and fees using their credit cards. The form will collect relevant details of the guest as well as specific information about their credit card accounts where the payments will be billed and acquired by the hotel.
Without a hotel credit card authorization form, the hotel management who will be billing the guest will not be able to conduct a verification procedure and will not be able to transact or send and request payments from the guest’s credit card company.
Hotel Credit Card Authorization Form Sample
Types of Hotel Credit Card Authorization Forms
Hotel Branch Credit Card Authorization Form – Hotel groups or hotel companies that have more than one branch must prepare this type of form for their guests. In the form, the specific branch where the credit card transaction will be authorized by the guest will be indicated along with the name of the guest’s business or event held in the hotel, the date of the guest’ arrival, the guest’s confirmation number, and the credit card billing address of the guest. Other types of information which will be collected in the form would include the guest’s contact information, hotel charges to pay using the credit card, the comments of the guest regarding the transaction and the fax number of the hotel.
Hotel Branch Credit Card Authorization Form
Hotel Credit Card Authorization and Assumption of Liability Form – Disclosing personal information to another party can be risky since there is a possibility that the disclosed information will be used beyond the intended purpose. This is the reason why there are some hotels who include an assumption of liability statement or rules in their hotel credit card authorization forms. This ensures that the hotel guest is aware of any risk and will not hold the hotel liable for the risks.
Hotel Credit Card Authorization and Assumption of Liability Form
Hotel Registration and Credit Card Authorization Form – This is the type of form suitable to be used by hotel guests who are yet to stay at the hotel. The form is intended to be filled out during the reservation period or when booking a hotel room. Specifically, in a hotel registration and credit card authorization form, the guest’s name, country, conference code, passport number, company address, contact information, arrival date, departure dates, and the number of nights of staying in the hotel will be indicated. Furthermore, the guest will also need to state his credit card details and attach a photocopy of the front and back side of his credit card in the form.
Hotel Registration and Credit Card Authorization Form
Essential Parts of a Hotel Credit Card Authorization Form
There are several contents or parts of a hotel credit card authorization form which are essential for the process of authorizing a credit card transaction, and these are stated below:
The general information of the hotel guest or client
The most important data to be disclosed as part of the hotel guest’s general information is the guest’s complete name and the name that he uses in the credit card. In addition, the guest’s address, hotel room number, and date of arrival can also be collected in the form.
The details of the hotel payments and fees to be paid
In this part of the form, the types of payments and fees to be charged to the hotel guest’s credit card must be stated along with the total hotel charge amount.
The credit card information of the guest
This is where the guest’s credit card type, name, card number, expiration date, security code, and billing address will be disclosed. In addition, the form should also have separate at least two credit card information sections for hotel guests who will be using more than one credit card account to pay the hotel bills.
The authorization statement to be signed
In the authorization statement, the permission of the guest regarding the credit card billing should be indicated as well as the type of transaction which is allowed. Below the statement should be a signature area for both the guest’s signature and the date of when the form was being used, signed, and submitted.
The approval section for the hotel’s use
The assigned personnel of the hotel who will be executing the verification and billing transaction will be the one who will fill out this part of the form. Basically, the signature of the personnel, the action that he took, and the date and time when the action was taken should be the details to indicate in this part of the form.
Hotel Credit Card Authorization Request Form
Hotel Credit Card Authorization Form Tips
Hotel credit card authorization forms should be kept updated based on the changes in both the transaction procedures and the ambiance or designs of the hotel. This is to ensure that the form will be in sync with the hotel itself. However, even if designs are to be incorporated into the form, simplicity and a professional layout should still be observed since it is a business form which is to be made and will be used in the hotel.
Hotel Reservation and Credit Card Authorization Form
On the other hand, hotel guests who will be using the form should also first know what types of information will have to be disclosed in the form. Primarily, the guest should know his credit card details and must have a photocopy of both his credit card and identification cards to prove that he is the owner of the account that he is claiming.
Hotel Third Party Credit Card Authorization Form
To conclude, hotel credit card authorization forms are important, not only for the hotel but also for both the hotel guest and the credit card company. The form should also be recorded after the transaction is fulfilled for future reference and needs.
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