Skip to content
atifo

Browse tools

Language

Theme

Guest information form template

Collect guest details for a stay or event.

Save as

Paper size

Colour

Form details

Questions

More options

Leave empty to remove the box.

See preview

Processed in your browser. Nothing is uploaded.

How to make a guest information 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 guest information form and share it, print it or add it to your website.

About this guest information form

Hotels, homestays, guest houses, hostels and event hosts need guest details on arrival: who is staying, ID for check-in records, arrival and departure dates, room preferences, dietary needs and an emergency contact. In India, foreign guests also need passport and visa details for Form C reporting.

For event accommodation blocks (wedding guests, conference speakers), use the event accommodation form to collect requests in advance.

What’s on the guest information form

The template has 5 sections and 18 questions. Every one can be renamed, moved or deleted.

  • Guest: Full name; Phone; Email; Address; Nationality; ID type and number; Passport and visa (foreign guests)
  • Stay: Arrival date; Arrival time; Departure date; Number of adults; Number of children; Room preference (choose one: Single, Double, Twin, Family, No preference)
  • Preferences: Dietary needs; Special requests or occasions
  • Emergency contact: Name; Phone
  • Signature: Guest signature with date

Tips

  • Ask for ID details only where required, and store forms securely.
  • Send the fillable PDF before arrival to speed up check-in.
  • Note special occasions (birthdays, anniversaries) for a welcome touch.

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

Do hotels in India need guest ID?

Yes. Hotels and homestays generally record ID for every adult guest, and passport and visa details for foreign nationals.

Can I use this for event guests?

Yes. Remove the room questions and keep arrival, dietary needs and emergency contact.

Can I change the questions on the guest information 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 add my logo to the guest information form?

Yes. Add your organisation’s name, a contact line and a logo in “Form details”. The logo is placed into the file on your device and is never uploaded.

Can I get the guest information 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.

Related tools