What is the concierge request form template?
Concierge requests often arrive half-formed: a guest wants "somewhere nice for dinner on Friday" but the desk still needs the party size, the time, the budget and whether anyone is vegetarian. Each missing detail is another phone call to the room.
This form lets guests make a request from their phone, in the room or before they arrive. They choose what they need help with (a restaurant booking, tickets, transport, a tour or a special arrangement) and the form shows only the questions for those requests. A restaurant booking asks for the date, time, party size, cuisine and budget; transport asks for the pick-up time, destination, passengers and bags.
Each request is filed as a PDF in your FileIt vault and the desk can be emailed straight away, so requests made overnight or during a busy check-in aren't missed.
- Best for
- Hotels, serviced apartments, resorts, private members' clubs and holiday rental hosts
- Filled in by
- Guests, before or during their stay
- Time to complete
- 1 to 4 minutes depending on the request
- Includes
- Separate follow-up questions for restaurants, tickets, transport, tours and special arrangements
Who uses a concierge request form?
- A city hotel taking dinner and theatre requests from guests before they arrive
- A resort arranging airport transfers and day trips
- A boutique hotel organising flowers and cake for anniversaries
- A serviced apartment building offering a digital concierge without a desk
- A holiday rental host taking requests for local restaurant bookings
- A members' club logging every concierge request in one place
Questions on this concierge request form
34 questions over 3 pages · includes conditional questions, multiple pages, consent checkbox.
1 About you
- Your name*
- Room number*
- Departure date
- Email*
- Mobile (for updates while you're out)
- How should we reply?* Email · Text message · Call my room · Leave a note at reception
2 Your request
- What can we help with?* Restaurant booking · Tickets: theatre, concerts, sport, attractions · Transport: taxi, car, airport transfer · Tours and day trips · Special arrangement: flowers, cake, celebration · Something else
- Date* asked only when it applies
- Preferred time* asked only when it applies
- Number of people* asked only when it applies
- Cuisine or style asked only when it applies Local · Fine dining · Seafood · Steak · Italian · Asian · Vegetarian-friendly · Casual · Rooftop or view
- Budget per person asked only when it applies $ Inexpensive · $$ Moderate · $$$ Upscale · $$$$ Special occasion · No preference
- A specific restaurant you'd like asked only when it applies
- Show, event or attraction* asked only when it applies
- Date* asked only when it applies
- Number of tickets* asked only when it applies
- Seating preference or price limit asked only when it applies
- Type of transport* asked only when it applies Taxi · Private car · Airport transfer · Minibus · Car hire · Bike hire
- Pick-up date* asked only when it applies
- Pick-up time* asked only when it applies
- Going to* asked only when it applies
- Passengers asked only when it applies
- Large bags asked only when it applies
- What would you like to see or do?* asked only when it applies
- Preferred date* asked only when it applies
- Number of people asked only when it applies
- Preference asked only when it applies Private guide · Small group · Self-guided · No preference
- Tell us what you have in mind* asked only when it applies
- How can we help?* asked only when it applies
3 Anything else
- Accessibility or dietary needs we should pass on Step-free access · Wheelchair user · Travelling with children · Vegetarian or vegan · Food allergy · Halal or kosher
- Overall budget, if you have one
- Happy for agreed costs to be charged to your room?
- Anything else we should know?
- Bookings*
The concierge request form, page by page
1 About you
Guests give their name, room number, departure date, email and mobile, and choose how the concierge should reply: email, text message, a call to the room or a note at reception.
2 Your request
Guests tick one or more requests. Restaurant booking asks for the date, preferred time, number of people, cuisine or style, budget per person and any specific restaurant. Tickets ask for the show or attraction, date, number of tickets and seating preference. Transport asks for the type of vehicle, pick-up date and time, destination, passengers and large bags. Tours ask what the guest would like to see or do, the date, the number of people and whether they prefer a private guide, small group or self-guided trip. A special arrangement or something else opens a box to describe it.
3 Anything else
Guests can flag accessibility or dietary needs to pass on to restaurants and tour operators, an overall budget and whether agreed costs may be charged to the room, plus any other notes. They confirm they understand that bookings are made with third parties and will be confirmed before anything is charged.
Make the template yours
- Add your hotel's own services, such as spa or in-house restaurant bookings, to the request list
- Change the currency on the budget field
- Send requests to the concierge desk's shared inbox
- Put the form link in your pre-arrival email and on an in-room QR card
- Remove the room number for guests booking before arrival, or make it optional
- Translate the labels if many of your guests speak another language
Tips for a better concierge request form
- Reply quickly, even if it's only to say you're working on the request
- Give guests two or three options rather than one when a first choice isn't available
- Confirm prices and cancellation terms before charging anything to the room
- Pass dietary and accessibility notes on to the restaurant or operator in writing
- Look back at requests each season to see which partners guests book most
Every response becomes a PDF in your vault
Each request is saved as a PDF in your FileIt vault with the guest's details and choices, and the concierge desk can be notified by email. Guests can receive a copy of their request.
The Responses table lets the desk see every open request, filter by date or type and export to CSV for reporting on how guests use the service.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Concierge request form: frequently asked questions
Is this concierge request form free?
Yes. It's one of the ready-made templates in the FileIt Forms app, on every account including the free plan.
Do guests need a FileIt account?
No. Guests open the link or scan a QR code and send their request without signing in.
Does the form book restaurants or tickets automatically?
No. It collects the guest's request. Your concierge makes the booking and confirms it with the guest.
Can a guest ask for more than one thing at once?
Yes. They can tick several requests and the form shows the questions for each one.
Can costs be charged to the room?
The form asks whether the guest is happy for agreed costs to be charged to the room. How you charge is handled in your own systems.
Can I add our own services?
Yes. Edit the request list in the designer and add follow-up questions for any new option.