Guest Check-In Form Template

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Property/Listing Name: [Property Name]

Property Address: [Address]

Host/Manager Contact: [Phone/Email]

Booking Platform (Optional): ☐ Airbnb ☐ VRBO ☐ Direct booking ☐ Other: [Platform]

Reservation/Booking ID (Optional): [ID]

Check-In Date: [Date]

Check-Out Date: [Date]

Estimated Arrival Time (Optional): [Time]

1. Primary Guest Information

1.1 Full Name: [Full Name]

1.2 Phone: [Phone]

1.3 Email: [Email]

1.4 Country of Residence (Optional): [Country]

1.5 Mailing Address (Optional): [Address]

2. Guest Count and Names

2.1 Total Number of Guests: [Number] (including children).

2.2 Additional Guest Names (Optional):

[Name]
[Name]
[Name]

[Name]

2.3 Occupancy Limit Acknowledgment: Guest agrees not to exceed the maximum occupancy of [__] persons.

3. Identification (Optional)

3.1 ID Type: ☐ Passport ☐ Driver’s license ☐ National ID ☐ Other: [Type]

3.2 ID Number: [Number]

3.3 Issuing Country/State: [Country/State]

3.4 Expiration Date (Optional): [Date]

3.5 ID Copy Provided (If Requested): ☐ No ☐ Yes (attach securely)

4. Vehicles and Parking (Optional)

4.1 Vehicle #1: Make/Model: [] | Plate: [] | Color: [**]

4.2 Vehicle #2 (Optional): Make/Model: [] | Plate: [] | Color: [**]

4.3 Parking Acknowledgment: Guest agrees to follow parking instructions: [Brief rules].

5. Emergency Contact

5.1 Emergency Contact Name: [Name]

5.2 Relationship: [Relationship]

5.3 Phone: [Phone]

6. Key Rules Acknowledgment

6.1 Guest acknowledges and agrees to follow key rules, including:

Quiet hours: [Times]
Smoking: ☐ Not allowed ☐ Allowed only: [Where]
Parties/events: ☐ Not allowed ☐ Allowed only with approval
Pets: ☐ Not allowed ☐ Allowed with approval: [Rules]
Trash/recycling: [Rules]
Damage reporting: report issues promptly to [Contact]

Quiet hours: [Times]

Smoking: ☐ Not allowed ☐ Allowed only: [Where]

Parties/events: ☐ Not allowed ☐ Allowed only with approval

Pets: ☐ Not allowed ☐ Allowed with approval: [Rules]

Trash/recycling: [Rules]

Damage reporting: report issues promptly to [Contact]

7. Privacy Note (Optional)

7.1 Information is collected for check-in and property management purposes and will be stored securely and retained for [__] days/months unless required longer by law.

Signatures

Primary Guest: [Full Name]

Date: [Date]

Signature: ___________________________

Host/Manager (Optional): [Name]

Date: [Date]

Signature: ___________________________

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Guest Check-In Form Template

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Guest Check-In Form Template — quick answers

Reviewed July 2026 Free download, PDF & DOCX

What is a guest check-in form?

A Guest Check-In Form is a simple form used by hosts, hotels, or property managers to collect guest information at arrival. It can include check-in/check-out dates, contact details, occupancy count, vehicle details, and acknowledgment of house rules.

When should you use it?

Use it at arrival (in person) or send it before check-in for self check-in properties. It helps confirm who is staying, aligns expectations, and provides a point of contact in case of emergencies.

What information should be included?

Most forms include: guest name and contact info, dates, number of guests, ID details (optional), vehicle and parking info, emergency contact, and a quick confirmation of key rules (quiet hours, no smoking, no parties). This template includes optional fields you can include or remove.

Should you collect ID information?

It depends on local requirements and platform rules. If you collect ID details, collect only what you need and store it securely. This template includes optional ID fields and a simple privacy note.

Can this be used for Airbnb/VRBO?

Yes as an internal check-in form, as long as it does not conflict with platform policies and you handle data responsibly. This template is platform-neutral and includes optional “booking ID” fields.

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