Hotel Guest Register Format

How to use the free Hotel Guest Register Format

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 Hotel Guest Register Format runs fully in your browser on mobile or desktop – no sign-up and nothing is uploaded. Free hotel guest register format. Pick columns for ID, nationality, room and signature and print landscape arrival register pages with serial numbers.

Why a written guest register still matters

Most Indian hotels, lodges and homestays are asked by the local police or licensing authority to keep a record of every guest who checks in. Even if your PMS stores bookings, a bound arrival register gives you one place where each arrival is written in sequence, signed by the guest and checked by the duty manager. It is quick to show during an inspection and works when the power or internet is down.

What to record for each guest

• Arrival date and time, and later the departure date and time.
• Full name and permanent address as shown on the identity document.
• ID type and number, for example Aadhaar, passport, voter ID or driving licence. For foreign nationals note the passport and visa details.
• Nationality, room number and number of guests (adults and children).
• Coming from and going to, which police often ask for.
• Guest signature against the entry.

Pair the register with an individual card for each guest using the guest registration card format, which also has the Form C section needed for foreign guests.

How to use this generator

1. Enter your hotel name and address so they print on every page.
2. Choose rows per page and the number of pages. Fifteen rows usually fit an A4 landscape sheet with enough space to write.
3. Tick the columns your local police station or licence asks for. Purpose of visit and mobile number are optional.
4. Set the start page if you are continuing an existing register; serial numbers carry on correctly.
5. Print, or download the Word file and get it bound at a local print shop.

Good practice at the front desk

• Write every arrival before handing over the key, including walk-ins and late-night arrivals.
• Never leave blank lines between entries and do not tear out pages; strike through mistakes with a single line and initial them.
• Keep the register at the desk, out of reach of guests, and store completed volumes safely.
• Ask your local police station how long completed registers must be kept, as rules differ by state and city.

A good register also helps with night audit; the night audit report generator produces the matching daily summary.

Frequently asked questions