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.
Full name (as on travel document):
Preferred name / how you like to be greeted:
Preferred language of correspondence:
Home address (street, city, postcode, country):
Emergency contact — name, relationship, phone:
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):
Issuing country / nationality:
Scan or photo of the document (optional — replace whenever it is renewed):
Billing & Company Details
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.
Other standing room notes (temperature, minibar, newspaper, turndown, extra towels):
Held permanently and passed to our kitchen for every stay, so you never have to explain it twice. Tell us immediately if anything changes.
Allergies and intolerances — be as specific as possible (tree nuts, peanuts, shellfish, eggs, soy, sesame), and note the severity of each:
Pet name, type, breed and weight:
Vehicle make, model, colour and licence plate:
A running log of every stay — front desk adds a row at each checkout. Newest at the bottom.
Loyalty / membership number, if any:
Communication & Marketing Consents
You can change any of these at any time — tell reception or edit this record directly.
Date consents last reviewed:
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.