Sales & services 2 signers 2 pages 36 blanks to fill in

Hotel Guest Registration Card Template

A clean check-in card for hotels, inns and B&Bs — guest details, rate, card authorisation and house rules, signed at the desk.

Use this template — free See the agreement Signers don’t need an account
Hotel guest registration card
The blanks in brackets are what you fill in. FileIt adds each signer’s signature and date boxes.
Hotel guest registration card — page 1 of 2
Page 1 of 2
Hotel guest registration card — page 2 of 2
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Use this template Fill in the blanks, name who signs, and send — from FileIt eSignature.

What is a hotel guest registration card?

A guest registration card is the form a guest signs at check-in. It records who is staying, for how long and at what rate, and it is the hotel's evidence that the guest agreed to the payment terms and house rules — useful when there's a card dispute, a smoking charge or damage to a room.

This template records the booking reference, stay dates, room, number of guests and other guests' names, the guest's contact details and, where the law requires, nationality and ID seen. It sets the nightly rate and what it includes, taxes, a card pre-authorisation or cash deposit, and only the last four digits of the card. House rules cover check-in and checkout times, late checkout, smoking and a cleaning charge, pets and pet fees, quiet hours, registered occupants and safety. It adds valuables and safes, how guest information is used, a marketing opt-in and the guest's confirmation.

Best for
Hotels, motels, inns, guesthouses and B&Bs
Signed by
The guest, and the front desk staff member (with job title)
Card details
Only the last four digits — never the full number or security code
Length
About 2 pages

When to use a hotel guest registration card

  • A boutique hotel moves its paper check-in cards to tablets
  • A B&B records guests and house rules for each stay
  • An inn takes a pre-authorisation for incidentals on prepaid bookings
  • A motel records vehicle registrations and a smoking cleaning charge
  • A guesthouse in a country that requires ID records for foreign guests

What you fill in

36 blanks, then the name and email of each person who signs: guest, hotel.

1 The hotel

  • Hotel, inn or B&B*
  • Hotel address
  • Reception phone

2 The stay

  • Booking or confirmation number
  • Arrival date*
  • Departure date*
  • Room type*
  • Room number
  • Adults*
  • Children
  • Names of other guests in the room

3 Rate and payment

  • Currency*
  • Rate per night*
  • Rate includes
  • Taxes and fees* Taxes and local tourism fees are added to the rate · The rate includes taxes and local tourism fees
  • Payment and card authorisation* The Guest authorises the Hotel to pre-authorise the payment card presented at check-in for the stay and incidentals · The stay is prepaid; the Guest authorises the Hotel to pre-authorise the payment card presented for incidentals only · The Guest pays a cash deposit for incidentals
  • Deposit or pre-authorisation amount
  • Last four digits of the card

4 The guest

  • Guest's full name*
  • Home address
  • Phone
  • Email
  • Nationality
  • ID document seen
  • Vehicle registration
  • Guest wants news and offers by email* No · Yes

5 House rules

  • Check-in from*
  • Checkout by*
  • Late checkout charge
  • Smoking* All rooms and indoor areas are non-smoking, including e-cigarettes · Smoking is allowed only in designated smoking rooms and outdoor areas
  • Cleaning charge for smoking in a non-smoking room
  • Pets* Pets are not allowed, except assistance animals where the law requires · Pets are allowed only in pet-friendly rooms booked in advance, with a pet fee · Well-behaved pets are welcome
  • Pet fee
  • Quiet hours
  • Other house rules
  • Valuables* an in-room safe and a safe at reception · a safe at reception · an in-room safe

6 Who signs

  • Guest signature and date · The main guest responsible for the room and its charges.
  • Hotel signature and date, job title · The front desk or reception staff member checking the guest in.

What the hotel guest registration card covers

  1. Your stay
  2. Guest details
  3. Rate and payment
  4. House rules
  5. Valuables and property
  6. Your information

Using the hotel guest registration card, step by step

1 Enter the stay

Add the booking reference, arrival and departure dates, room type and number, and how many adults and children are staying.

2 Record the guest

Enter the guest's contact details and, only where the law requires, nationality and the ID document seen.

3 Set rate and payment

Enter the nightly rate and what it includes, choose the card authorisation or cash deposit option and the amount held.

4 Set house rules and sign

Adjust check-in and checkout times, smoking and pet policy, quiet hours and other rules. The guest signs at the desk and staff countersign.

Tips before you send it

  • Never write the full card number or security code on the card — take card details through your payment terminal.
  • Record ID details only where local law requires it, and keep them only as long as needed.
  • Show the smoking and pet charges on the card so guests see them before they sign.
  • Hand the guest a copy — FileIt emails the signed card to both of you.

Sign it online in minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Use the hotel guest registration card template — it’s free

Hotel guest registration card: frequently asked questions

Why do hotels ask guests to sign a registration card?

It confirms who is staying, the rate and dates, and that the guest agreed to the payment terms and house rules. It is also the hotel's evidence if a charge is disputed.

What is a card pre-authorisation?

A hold on funds on the guest's card for the stay or incidentals. Any unused amount is released at checkout, though the card issuer may take some days to show it.

Is the hotel responsible for valuables?

The card points guests to the safes the hotel provides and says the hotel's liability for guests' property may be limited by local law, especially for valuables not placed in a safe it provides.

Is a document signed electronically legally binding?

In most countries, including the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada, an electronic signature is generally valid for an ordinary agreement like this one. FileIt keeps an audit trail and a Certificate of Completion with the signed PDF as evidence of who signed and when.

Is this template free?

Yes. The template is free to use with the eSignature app in FileIt. The guest doesn't need a FileIt account to sign.

Use this template — free