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Hotel / Third-Party Credit Card Authorization Form Template

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Hotel / Third-Party Credit Card Authorization Form Template

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Hotel / Third-Party Credit Card Authorization Form Template


Hotel Name: [Hotel Name]
Hotel Address: [Address]
Phone: [Phone]
Email/Fax (Optional): [Email/Fax]
Reservation Number (Optional): [Reservation #]

Date: [Date]


1. Guest / Reservation Details

1.1 Guest Name: [Guest Full Name]
1.2 Check-In Date: [Date]
1.3 Check-Out Date: [Date]
1.4 Room Type / Number (Optional): [Details]
1.5 Number of Guests (Optional): [Number]


2. Cardholder Information (Person Paying)

2.1 Cardholder Name: [Full Name]
2.2 Billing Address: [Address]
2.3 Phone: [Phone]
2.4 Email: [Email]
2.5 Relationship to Guest (Optional): ☐ Employer ☐ Family ☐ Friend ☐ Other: [Explain]


3. Credit Card Information (Handle Securely)

3.1 Card Type: ☐ Visa ☐ Mastercard ☐ American Express ☐ Discover ☐ Other: [Type]
3.2 Name on Card: [Name]
3.3 Card Number: [Number]
3.4 Expiration Date: [MM/YY]
3.5 Security Code (CVV) (If Required): [CVV]
3.6 Last 4 Digits (Optional safer option): [####]


4. Charges Authorized

4.1 The cardholder authorizes the hotel to charge the credit card for the following (select all that apply):
☐ Room rate
☐ Taxes and fees
☐ Incidentals (parking, minibar, phone, etc.)
☐ Meals/Restaurant
☐ Meeting/banquet charges
☐ Other: [Describe]

4.2 Spending Limit (Optional):
☐ No limit
☐ Limit total charges to $[Amount]
☐ Limit incidentals to $[Amount] per day

4.3 Authorized Date Range: From [Start Date] to [End Date].


5. Identification and Supporting Documents (If Required)

5.1 The hotel may require the following:
☐ Copy of card (front only)
☐ Copy of cardholder photo ID
☐ Signed registration card at check-in
☐ Other: [List]


6. Authorization and Acknowledgments

6.1 I authorize the hotel to charge the credit card identified above for the charges selected in Section 4 for the guest/reservation listed in Section 1.
6.2 I understand that I am responsible for authorized charges and that the guest may be required to provide a separate card for incidentals if not authorized here.
6.3 I understand this authorization does not guarantee availability, rates, or hotel policies and is subject to the hotel’s terms.


Signatures

Cardholder Name: [Full Name]
Date: [Date]
Signature: ___________________________

Hotel Representative (Optional): [Name]
Title/Role: [Title]
Date: [Date]
Signature: ___________________________

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Hotel / Third-Party Credit Card Authorization Form Template

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For quick answers, scroll below to see the FAQ.

Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.

HOTEL / THIRD-PARTY CREDIT CARD AUTHORIZATION FORM TEMPLATE FAQ


What is a hotel or third-party credit card authorization form?

A Hotel / Third-Party Credit Card Authorization Form is a document a cardholder signs to allow a hotel to charge their credit card for someone else’s stay. It commonly covers room charges, taxes, incidentals, or a defined spending limit.


When is this form used?

It’s used when a company, parent, spouse, or other third party pays for a guest’s reservation, or when the cardholder will not be present at check-in. Hotels use it to reduce chargebacks and confirm permission to charge the card.


What should be included in the form?

It should include: hotel details, guest/reservation info, cardholder info, the charges authorized (room/tax/incidentals), spending limits, dates of stay, card details (handled securely), and a signed consent. This template includes a section to attach ID and a card copy if the hotel requires it.


Is it safe to email this form?

Email can be insecure. Many hotels use secure portals or fax. If you must email, consider asking the hotel for a secure upload option and do not include full card details unless the hotel specifically requires it. This template includes a “delivery method” note.


What if the cardholder disputes the charge later?

A signed authorization form can help show consent, but it does not guarantee the outcome of a dispute. Hotels still need to follow card network rules and keep supporting documentation.


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