Early Check-in / Late Check-out Request

What is the early check-in / late check-out request form template?

Requests for an early check-in or a late check-out usually arrive as a scribbled note at the front desk, a line in a booking email or a phone call nobody wrote down. Then housekeeping plans the day without knowing, and the guest is surprised by a charge at check-out. This one-page request form puts the whole thing in writing.

Guests give their booking reference, dates and whether they want early check-in, late check-out or both. Each choice shows a short note about your standard times and a dropdown of times, each one marked either "(free if available)" or "(charge applies)". Picking a time that carries a charge reveals a consent statement the guest has to accept, so the fee is agreed before it reaches the bill.

Each request is saved as a PDF in FileIt and the front desk is notified by email, so it can be checked against occupancy and confirmed. It suits small hotels, B&Bs, serviced apartments and hostels that want a fair, consistent way to handle these requests.

Who uses a early check-in / late check-out request form?

• A guest arriving on a red-eye flight asking to get into their room by 09:00
• A family with an evening flight asking to keep the room until 16:00
• A business traveller wanting a late check-out after a meeting
• Linking the form from your pre-arrival email so requests come in writing
• Front desk staff filling it in for a guest who asks in person
• Reviewing how often late check-outs are requested to set your pricing

Questions on this early check-in / late check-out request form

17 questions · includes conditional questions, consent checkbox.

The early check-in / late check-out request form, page by page

1 Your request

Guests start with their name, email, mobile, booking reference and room number if they're already staying, plus arrival and departure dates. "What would you like?" offers early check-in, late check-out or both.

For early check-in, a note explains the standard check-in time and the free window, and "Check-in time you'd like" lists times from 07:00 to 13:00. The earlier ones say charge applies. If the guest picks one of those, the "Early check-in charge" consent appears: they accept the charge the hotel confirms, and won't be charged if no room can be ready. They can also say how and when they're arriving and whether to store bags if the room isn't ready.

Late check-out works the same way, with times from 12:00 to 18:00 and its own charge consent for the later slots. Finally, guests can give a reason, say what to do if that exact time isn't possible (the closest time is fine, only the time I asked for, or contact me) and add any notes.

Make the template yours

• Change the times and the text in the two notes to your real standard times and free windows
• Mark which times are free or charged by editing the dropdown options. The charge consent appears for any option whose value includes "paid"
• Add your fees to the option labels if you prefer guests to see the price
• Send notifications to the front desk and housekeeping email addresses
• Use the document title to include the booking reference so PDFs are easy to match
• Translate the cover and notes if many of your guests speak another language

Tips for a better early check-in / late check-out request form

• Confirm or decline every request by email, even if the answer is "we'll do our best on the day"
• Check requests against tomorrow's arrivals before promising a late check-out
• Offer bag storage as the fallback. Most guests mainly want somewhere to leave luggage
• Keep the free window consistent so staff aren't making it up at the desk
• Look at the PDFs during disputes. The guest's own consent to the charge is on it

Early check-in / late check-out request form: frequently asked questions

More form templates

All Hospitality & travel templates · Every form template

Templates are a starting point. Check that the questions and any wording about consent, privacy or terms suit your situation and the rules where you are. Page last reviewed 2026-10-19.