Guest registration form template
A guest registration form, often called a registration card, records who is staying, for how long and at what rate, and gets the guest's signature on your house rules and fees. This one works for hotels, motels, inns, B&Bs and vacation rentals. Read it below, then open it in SignMaster and have guests sign it at the desk or before they arrive.
Updated November 5, 2026 · 4 min read
The contract
Gray blanks are yours to fill in before you send. Each signer fills in the blanks in their color.
- You, before sending
- Guest
Guest Registration Form
Welcome to Property name, Property address. Please check the details of your stay, fill in your own, and sign at the bottom. This form is your agreement to the charges and house rules below.
1. Your stay
- Reservation number: Reservation number
- Room or unit: Room or unit
- Arrival: Arrival date Departure: Departure date
- Guests: Number of adults adults and Number of children children
- Nightly rate before taxes: Nightly rate
- Check-in from Check-in time. Check-out by Check-out time
2. Your details
- Full name: Guest name
- Home address: Home address
- Phone: Guest phone
- Email: Guest email
- Company, if traveling for work: Guest company
The person registering must be at least Minimum check-in age years old and will show a government photo ID at check-in.
3. Others in your party
Names of every other adult staying in the room or unit: Other adults. Only registered guests may stay overnight.
4. Vehicle
If you are parking on the property: make and model Vehicle make and model, license plate and state License plate and state. Vehicles not registered here may be towed at the owner's cost.
5. Payment and incidentals
Room charges, taxes and incidentals are settled with the payment method on your reservation or at the front desk. A hold of Incidentals hold may be placed for incidentals and released after check-out. For your security, never write a card number on this form.
6. House rules
- No more than Maximum occupancy people may stay in the room or unit.
- Smoking and vaping are not allowed indoors. Smoking inside the room or unit adds a cleaning fee of Smoking cleaning fee.
- Pets: Pet policy.
- Quiet hours are Quiet hours. Parties and events are not allowed.
- Other rules: Other house rules
Staff may ask a guest who breaks these rules, or who disturbs or endangers others, to leave without a refund for the remaining nights.
7. Damage, valuables and late check-out
You are responsible for damage to the room, furniture or property caused by anyone in your party, beyond normal wear, and for missing keys or key cards. Please keep cash, jewelry and other valuables in the safe; to the extent the law allows, the property is not responsible for valuables left elsewhere. Check-out after the time above, without approval from the front desk, costs Late check-out fee.
8. Changes to your stay
Extending your stay depends on availability and may be at a different rate. If you leave before your departure date: Early departure policy.
9. Safety
In an emergency, follow staff instructions and the evacuation map in your room or unit. Do not cover smoke detectors or prop open fire doors. If anyone in your party would need help to leave the building in an emergency, please tell us here so staff know: Evacuation help needed.
10. Your information
We keep this registration for as long as the law requires us to keep guest records, and use your contact details for this stay. Tick here if you would also like to receive offers by email: .
I confirm the details above are correct, and I agree to the charges in section 5 and the house rules in section 6.
Guest
Opens it in SignMaster as a template you can edit and send.
A starting point, not legal advice. Have a lawyer review it for your state and situation.
On this page
What the registration card is for
The card does three jobs. It tells you who is in each room, which matters for occupancy limits, fire safety and the parking lot. It is the guest's signed agreement to the rate, the smoking fee and the quiet hours. And when a guest later disputes a charge with their card issuer, a signed registration that lists the fee they agreed to is one of the first things you'll be asked for.
Some cities and countries also require lodging businesses to keep a guest register and say what it must record, such as ID details for foreign visitors. Check your local rules for what to collect and how long to keep it. If they ask for more than this form does, add Text fields for the guest in the editor.
What the template covers
- The stay: reservation number, room or unit, arrival and departure, adults and children, the nightly rate and check-in and check-out times. The front desk fills these in.
- The guest: full name, home address, phone, email and company, and a minimum check-in age with a photo ID check.
- The party: every other adult staying overnight, and a rule that only registered guests stay.
- Vehicle: make, model and plate for parking, so night staff know whose car is in the fire lane.
- Payment: charges go through your payment method on file or at the desk, an optional incidentals hold, and a clear warning not to write card numbers on the form.
- House rules: maximum occupancy, no smoking with a cleaning fee, your pet policy, quiet hours and no parties.
- Damage, valuables and late check-out: responsibility for damage and lost key cards, the safe, and a late check-out fee.
- Privacy: how long you keep the record, and an opt-in box for email offers.
Mistakes at the front desk
- Collecting card numbers on the form. Card data belongs in your payment system, where card-industry security rules (PCI DSS) are met, not on a PDF anyone can open.
- Posting house rules on the back of the door instead of on the signed card. A rule the guest never agreed to is hard to charge for.
- Registering only the person who paid. If four adults are in a room for two, you want their names before something goes wrong.
- Keeping ID copies forever. Collect what your local law requires and keep it only as long as it asks.
- Skipping the form for repeat guests. Rates and rules change, and each stay needs its own signed card.
Pre-arrival check-in
Send the form by email a day or two before arrival, and most guests will have signed it on their phone before they reach the desk. Those who haven't can sign on your tablet at check-in.
How to use it with SignMaster
- 1
Open the template
Choose Use this template above. It opens in your SignMaster account as a template with one signer, the guest.
- 2
Add your property's rules
Fill in the property name, address, check-in and check-out times, occupancy, fees and pet policy, then save. These stay the same for every guest.
- 3
Fill in each reservation
For each stay, the desk fills the gray blanks for reservation number, room, dates, guest count and rate, and adds the guest's name and email.
- 4
Guest signs at the desk or ahead
Email the link before arrival, or choose Sign in person and hand the guest your iPad at check-in. They fill in their details, party, vehicle and the offers box, and sign.
- 5
The signed card is filed for you
The guest and your team each get the signed PDF with its certificate of completion, ready if a charge is ever disputed.
Tomorrow's arrivals in one send
If your property management system can export the arrivals list as a spreadsheet, bulk send can turn it into one registration card per guest: name the columns after the gray blanks, such as Room or unit and Nightly rate, and save the file as CSV UTF-8. Once guests sign, the paid plans' Responses tab puts every card's answers in one table, so night staff can look up a license plate without opening a single PDF.
Questions? Answers.
Is a guest registration card required by law?
It depends on where you are. Some cities and countries require a guest register with set details; elsewhere it's simply good practice and protects you in charge disputes. Check your local rules.
Can guests sign the registration card electronically?
Yes. Electronic signatures are valid for this kind of agreement under the federal ESIGN Act and state laws, and each signed card comes with a record of who signed and when.
Should the form collect credit card details?
No. Take payment through your payment system or property management system, and keep card numbers off the form entirely. Section 5 tells guests the same.
Who fills in which blanks?
Your desk fills the gray ones: the reservation, room, dates, rate and rules. The guest fills in their own details, party, vehicle and the offers box, ticks the confirmation and signs.