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Booking request form template

Request a room, venue, vehicle, equipment or service for set dates.

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How to make a booking request form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the booking request form and share it, print it or add it to your website.

About this booking request form

A booking request form collects everything you need to check availability and confirm a booking: what’s wanted, which dates and times, how many people, and any set-up or equipment needs. Community halls, meeting rooms, guest houses, photographers, tutors and equipment hire businesses all use one.

It’s a request, not a confirmation, so the last section is for you to accept or decline and note the deposit. For individual appointments with a person, the appointment request form is simpler.

What’s on the booking request form

The template has 4 sections and 18 questions. Every one can be renamed, moved or deleted.

  • Contact details: Name; Organisation; Phone; Email
  • Booking: What would you like to book?; Preferred date; Alternative date; Start time; End time; Number of people; Purpose of booking; Requirements (tick all that apply: Tables and chairs, Projector or screen, Sound system, Catering, Parking, Accessibility support); Other requests
  • Agreement: Agreement: “I have read and agree to the booking terms and cancellation policy.”; Signature with date
  • Confirmation (office): Status (choose one: Confirmed, Waitlisted, Declined); Deposit received; Confirmed by

Tips

  • State your booking terms (deposit, cancellation notice) in the instructions.
  • Ask for an alternative date to avoid back-and-forth when the first choice is taken.
  • Confirm in writing with the booking details and any deposit received.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

Can customers book through my website with this?

Download the HTML version and connect it to your site’s form handler. For instant availability you’ll need a booking system; this form handles requests you confirm by hand.

How do I record the deposit?

Use the confirmation section at the end, which has fields for status, deposit and confirmed by.

Can I change the questions on the booking request form?

Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.

Can I get the booking request form as a Word document?

Yes. Choose “Word” under “Save as” to download a .docx file you can keep editing in Microsoft Word, Google Docs or LibreOffice.

Can I put the booking request form on my website?

Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.

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