Guest Registration Form Format

Purpose

To record every guest’s details in a consistent format that meets legal requirements.

Scope

Used at every check-in for all adult guests.

Responsibility

Front Desk Associate completes; Duty Manager audits.

Detailed procedure

1. Print the hotel name, logo and form number at the top.
2. Add fields for name, address, nationality, contact number and email.
3. Add the identity document type and number, and for foreign guests the passport and visa details.
4. Add the arrival and departure dates, room number, rate and payment mode.
5. Add the guest’s signature and the staff initials.
6. Add a short privacy and policy note at the bottom.

Standards and guidelines

• The form is filled in capital letters, clearly.
• Identity documents are verified before signing.
• Forms are stored securely and in order.

Required records and documentation

• Registration form series
• Daily check-in list
• Archive index

Related images

Document control