Guest Registration Card Format
Create a printable hotel guest registration card (GRC) with your hotel details, a Form C section for foreign guests and GST invoice fields.
What is a guest registration card?
A guest registration card (GRC) is the form every guest fills and signs at check-in. It records the guest's identity, address, stay dates, room and rate, and the guest's acceptance of hotel rules. In India the GRC, together with a copy of a valid photo ID, is the record the police or authorities may ask to see, and for foreign nationals the same details feed into Form C. This free generator creates a clean, printable GRC format with your hotel name and address in seconds.
What a GRC should include
- Stay details — arrival and departure, room number and type, rate, meal plan, booking source and ID.
- Primary guest — name, mobile, email, address, nationality, ID type and number, coming from and going to.
- Accompanying guests with their ID details.
- Foreign national section — passport, visa, arrival in India and port of arrival for Form C.
- Company GST details for invoices, advance payment and receipt number.
- A short declaration and the guest's signature.
Paper GRC or digital?
Many properties now use a digital GRC inside their PMS or a tablet. The fields are the same — use this format as a checklist for your software, or print it for manual check-ins and as a backup. Read the full process in our check-in SOP and the foreign guest and Form C SOP.
Frequently asked questions
Is a guest registration card mandatory in India?
Hotels are expected to keep a register of guests with valid ID, and local police rules in many states require it. A signed GRC with an ID copy is the standard way to do this.
Which ID proofs can hotels accept?
Commonly accepted IDs are Aadhaar, passport, driving licence and voter ID. Foreign nationals must show a passport and a valid visa.
Can I add my logo?
Download the Word file and insert your logo at the top before printing.
Want a revenue expert to check your numbers?
Get a free OTA, pricing and reputation audit from Revgrow360 — no obligation.