Hotel › Registration card

Hotel guest registration card: what to record

A complete card at check-in prevents most disputes at check-out and keeps your records ready if anyone asks.

What to record

• Booking number and date: one running series (HT/26-27/0001).
• Guest: name, phone, address, and the GSTIN only when a company is paying and wants tax credit.
• ID: the type shown (Aadhaar, passport, driving licence, voter ID) and its number. Keep a copy only if your own policy and the law allow it.
• Stay: check-in and check-out dates and times, number of nights, adults and children.
• Rooms: room numbers with the price per night; the estimated total.
• Advance received and how, so the bill shows the balance.
• Terms: check-in and check-out time, ID rule, valuables.
• Signatures: the guest accepts the terms; the reception signs.

Foreign guests

Hotels have to report foreign guests to the authorities, using Form C. The card has a nationality field and a note to remind you. The rules and the portal change, so check the current requirement with the Foreigners Regional Registration Office or the official site.

Two copies

Print one copy for the guest and one for the hotel (choose "2 copies" under Print copies).

Privacy

Everything you type, including ID numbers, is kept in your browser on your device and in the shared Nivesh Sahayak data home. Nothing is sent to us. Keep the device locked and make a backup file now and then.