Room Damage Charge Form

How to use the free Room Damage Charge Form

1. Fill in your details in the fields above – hotel name, dates and the other details you need.
2. Tap the button to create the document instantly. Edit any field and generate again.
3. Copy, print or save the result and use it in your daily or monthly review.

This Room Damage Charge Form runs fully in your browser on mobile or desktop – no sign-up and nothing is uploaded. Free room damage charge form generator for hotels. Add damaged items, quantities and your charge list to print a form with total and guest signature.

Charging for damage without arguments

Stained towels, burnt bedsheets, missing remotes and broken kettles are a normal part of hotel life. The disputes start when the charge seems random. A written damage form with a fixed charge list, the guest's name and room, a witness and the guest's signature makes the charge clear, fair and easy to defend if the guest later complains to an OTA or their bank.

How this form works

1. Keep your standard charge list in the second box: one item and its charge per line. Base the rates on replacement cost plus handling, not on a penalty.
2. List the damaged or missing items with quantities. If you leave out the charge, the tool picks it from your list by matching the item name.
3. Describe what was found in plain words, for example "cigarette burn on bedsheet" rather than "linen damaged".
4. Print two copies, ask the guest to sign before settling the bill, and attach one copy to the folio.

Good practice before you charge

• Inspect quickly at check-out and call the guest before they leave the property. Charging after departure is much harder to justify.
• Take dated photos of the damage and keep them with the form.
• Separate wear and tear from damage. A thin, old towel is your replacement cost, not the guest's. Charge only for clear damage, loss or misuse.
• Put the policy in writing in your house rules and booking confirmation. The hotel policy generator can add a damage clause.
• Be consistent. Use the same rate for the same item every time, whoever the guest is.

Linen and stains

Hair dye, make-up, shoe polish and burns are the most common linen damage. Many hotels first try professional stain removal and charge only a cleaning fee if it works, then the full replacement charge if the item is condemned. Keep your linen stock planned so damaged items are replaced quickly; the hotel linen par calculator shows how many sets you need.

Frequently asked questions