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Hospitality — Boutique Hotel & B&B

Booking confirmation with house rules, pre-arrival guest preferences, welcome pack with access details, incident & damage reports, and checkout feedback forms for small-operator hotels, inns, and bed & breakfasts

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Guest Master File


This is your standing record with the property — one copy that front desk and you both keep current across every stay. It is not tied to any single booking. Update it whenever something changes and we will always prepare your room from the right details.

Guest Identity & Contact
Full name (as on travel document):
Preferred name / how you like to be greeted:
Email:
Mobile / WhatsApp:
Preferred language of correspondence:
Home address (street, city, postcode, country):
Emergency contact — name, relationship, phone:

Travel Document on File
Guest-registration law in most countries requires the property to record an identity document for each adult guest. We keep only the reference below; the document itself is held securely and never shared except where the law requires it.
Document type (passport / national ID / driving licence):
Document number:
Issuing country / nationality:
Document expiry date:
Date of birth:
Scan or photo of the document (optional — replace whenever it is renewed):
Upload File

Billing & Company Details
Invoice to me personally at the home address above
Invoice to my company / employer (details below)
Company name:
VAT / tax registration number:
Billing address and accounts-payable email:
Purchase-order or cost-centre reference to quote on invoices:

Standing Room Preferences
These apply to every stay unless you tell us otherwise for a particular booking.
Bed configuration:
One double / queen / king bed
Two single beds (twin setup)
Pillow:
Soft
Firm
Hypoallergenic — no down or feathers anywhere in the room
Room placement:
Quiet room, away from the street, lift and stairs
Higher floor where available
Ground floor or step-free access required
Accessible bathroom (grab rails, roll-in shower) required
Other standing room notes (temperature, minibar, newspaper, turndown, extra towels):

Dietary & Allergy Record
Held permanently and passed to our kitchen for every stay, so you never have to explain it twice. Tell us immediately if anything changes.
Vegetarian
Vegan
Gluten-free
Dairy-free / lactose-free
Halal
Kosher
Allergies and intolerances — be as specific as possible (tree nuts, peanuts, shellfish, eggs, soy, sesame), and note the severity of each:
Usual breakfast time:

Pets & Vehicles on File
Pet name, type, breed and weight:
This is a registered assistance / service animal
Vehicle make, model, colour and licence plate:
Electric vehicle — charging point needed

Stay History
A running log of every stay — front desk adds a row at each checkout. Newest at the bottom.
Dates
Room
Rate / booking source
Notes




















First stay with us:
Loyalty / membership number, if any:

Communication & Marketing Consents
You can change any of these at any time — tell reception or edit this record directly.
Send me booking confirmations and stay information by email
Contact me by WhatsApp / SMS about my current booking
Send me seasonal offers and news from the property
Send me a post-stay review request
Please do not use my photograph or name on social media
Date consents last reviewed:

Host Notes
The small personal touches that make a returning guest feel remembered — favourite table in the dining room, the wine they liked, anniversary date, the walk they always ask about, what went wrong once and how we put it right. Add dated entries, newest at the top.

Keep this file current — it is the record we prepare every stay from, so a single edit here saves repeating yourself at every arrival.
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Templates in this pack

The Hospitality — Boutique Hotel & B&B pack includes 7 ready-to-use templates. Each one is a structured, fully editable form you can share with clients to collect information, documents, and signatures in one place.

Frequently asked questions

What's included in the Hospitality — Boutique Hotel & B&B templates?
The Hospitality — Boutique Hotel & B&B pack contains 7 templates: Guest Master File, Booking Confirmation & House Rules Acknowledgement, Guest Preferences & Arrival Details, Pre-Arrival Welcome Pack — Please Confirm Receipt, Incident & Damage Report, Checkout Feedback & Review Invitation, House Guide & Guest Information. Each is ready to use and fully editable.
Can I customize these templates?
Yes. Every Pocper template is fully editable — add or remove fields, change the wording, and adapt each form to your workflow before sharing it with clients.
How do I use the Hospitality — Boutique Hotel & B&B templates?
Import the pack into your Pocper workspace, open a template, tailor it to your needs, then share a link so clients can fill it out and upload documents in real time.