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
Get started with PocperWe use this form to record any incident affecting a guest, staff member, or property — injuries, illness, damage, theft, noise complaints, fire-alarm activations, or anything that may require follow-up or an insurance claim. Please complete it as soon as possible while details are fresh.
Date of incident:
Approximate time of incident:
Date reported:
Location on property (room number, lounge, garden, car park, stairs, etc.):
Guest or staff injury / medical incident
Damage to room furnishings or fittings
Damage to shared areas / building / garden
Lost / stolen item (guest property)
Smoking / vaping in non-smoking area
Noise complaint / disturbance
Unauthorised visitor / overstaying guest
Fire alarm / evacuation
Utility failure (water, power, heating, A/C, Wi-Fi)
Other (describe below)
Guest name / reservation number (if a guest is involved):
Guest contact (phone / email):
Staff member(s) present / handling:
Witnesses (names and room numbers if guests):
Describe what happened in chronological order. Stick to observable facts — who did what, when, and in what sequence. Avoid assigning blame or drawing conclusions.
Nature of injury or symptoms:
First aid administered on site
Emergency services called (police / ambulance / fire)
Guest transported to hospital / clinic
Guest declined further medical assistance
Item(s) damaged / missing:
Estimated repair / replacement cost:
Upload photos of damage (multiple uploads allowed — one per file):
Immediate action taken by staff:
Guest has been notified of a charge to their card on file
Insurance claim required
Police report filed (reference below)
Reference / case number:
Name:
Role / position:
The Incident & Damage Report template is a ready-to-use form from Pocper's Hospitality — Boutique Hotel & B&B pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.