Guest Registration Card (GRC): Format, PDF Sample, and Its Uses in Hotels

A Guest Registration Card (GRC) is one of the most essential documents used in hotel front office operations. It serves as the official record of the guest’s stay and ensures compliance, accuracy, and smooth check-in procedures.

Whether your hotel is a luxury resort, business hotel, or boutique property, a well-designed GRC is crucial for both guest experience and hotel administration.

What Is a Guest Registration Card?

A Guest Registration Card (GRC) is a physical or digital form completed by guests at the time of check-in. It records personal details, booking information, legal identity proof, and guest signatures.

It is also known as:

• Guest Arrival Form

• Check-In Card

• Hotel Registration Slip

In many countries, including India, maintaining GRCs is a legal requirement under local tourism and police regulations.

Why Is the GRC Important?

A well-maintained GRC helps hotels in several ways:

1. Legal Compliance

Government rules require hotels to keep guest records for safety and verification purposes.

2. Smooth Check-in Process

It includes guest details that help the front office verify booking, room type, tariff, and stay duration.

3. Guest Profiling & Personalization

Data collected helps hotels offer personalized services (e.g., preferences, anniversaries, billing instructions).

4. Billing Accuracy

GRC records room rate, inclusions, GST details, and payment mode used during the stay.

5. Operational Coordination

Housekeeping, F&B, Sales, and Security teams rely on the information for providing accurate services.

Standard Information Included in a GRC

A typical Guest Registration Card includes:

Guest Details

• Full Name

• Address

• Mobile Number

• Email ID

• Nationality

• Date of Birth

ID Proof Details

• Aadhaar / Passport / Driving License / Voter ID

• ID Number

• Issued At & Validity

Reservation Details

• Arrival Date & Time

• Departure Date

• Room Type & Number

• Number of Guests

• Rate / Plan (EP, CP, MAP, AP)

Billing Information

• GST Number (if needed)

• Company Name (for corporate guests)

• Payment Method (Cash, Card, UPI, Credit)

Guest Signature & Hotel Stamp

Uses of Guest Registration Card in Hotel Operations

1. Security & Verification

Hotels must send details to local authorities (like the C-Form for foreign guests).

2. Audit & Record Keeping

A GRC acts as an official document for internal and external audits.

3. Communication Between Departments

Front office uses it to pass accurate information to housekeeping, kitchen, and F&B teams.

4. Guest History Creation

Helps maintain guest profiles for loyalty programs and repeat business.

Sample Guest Registration Card (Text Format)

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HOTEL GUEST REGISTRATION CARD

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Guest Name: _________________________________

Address: ___________________________________

Mobile No.: _____________ Email: __________

Nationality: _____________ DOB: ___________

ID Proof Type: ______________________________

ID Number: _________________________________

Issued At: ______________ Valid Till: ______

Arrival Date: ____________ Time: ____________

Departure Date: _________ Room No.: ________

Room Type: ______________ Rate: ____________

Plan: EP / CP / MAP / AP

No. of Guests: __________

Company / GST No.: __________________________

Payment Mode: Cash / Card / UPI / Credit

Guest Signature: ____________________________

Front Office Staff Signature: _______________

Hotel Stamp

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