Form C Format for Foreign Guests

How to use the free Form C Format for Foreign Guests

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 Form C Format for Foreign Guests runs fully in your browser on mobile or desktop – no sign-up and nothing is uploaded. Free Form C format for hotels hosting foreign guests. Record passport, visa and arrival details, get the 24-hour deadline and a printable checklist.

What Form C is and who must file it

Every hotel, guest house, homestay or other accommodation provider in India that hosts a foreign national must report the guest's arrival to the immigration authorities through Form C. The report is made online on the Bureau of Immigration portal (indianfrro.gov.in) and must be submitted within 24 hours of the guest's arrival at your property. Before you can file, the property itself must be registered as an accommodation provider on the portal and the registration approved by the local FRRO/FRO.

This tool creates a printable worksheet with all the details the front desk needs to collect, works out the 24-hour deadline from the arrival time and flags visa or passport dates that end before the planned check-out. It is a record for your file, not the official submission.

Details to collect at check-in

• Full name exactly as in the passport, nationality and permanent address abroad.
• Passport number, place and date of issue, and expiry date.
• Visa or e-Visa number, type and validity, or OCI card details.
• Date and port of arrival in India, and date and time of arrival at your hotel.
• Purpose of visit, intended length of stay, next destination and a contact in India.
• Copies of the passport photo page, visa page and arrival stamp, plus a photo if the portal asks for it.

Our guest registration card format has a section for these fields, and the hotel guest register format keeps your daily arrivals list in one place.

Good front desk practice

1. Assign one or two trained staff as portal users and keep the login secure.
2. Submit Form C as soon as the guest checks in, not at the end of the shift.
3. Write the Form C number on the worksheet and file it with the ID copies.
4. Update the departure on the portal when the guest checks out.
5. If a guest's visa expires during the stay, ask them politely about their extension or exit plan.

Late or missed reports can lead to action under the foreigners and immigration laws, so treat Form C as a daily task. Portal screens and rules can change; follow the current instructions on the portal or check with your FRRO.

Frequently asked questions