Guest Registration Form Template for B&Bs and Hotels

A good intake form collects what you need to run the stay and meet legal duties, and nothing more.

Recommended sections

1. Booking: reference, channel, dates, number of guests
2. Main guest: name, date of birth, nationality, phone, email
3. Travel document (only where the law requires it)
4. Other guests in the party
5. Preferences: beds, dietary needs, accessibility, parking
6. Consents: house rules, e-invoice, optional marketing
7. Signatures: guest and staff

Privacy wording

Add a short notice: who processes the data, why (contract and legal obligation), for how long, and a contact email. Make marketing consent a separate, unticked box.

Latvia

For foreign guests, the official declaration form under Cabinet Regulation No. 226 is still required. Your own intake form does not replace it, but it can sit alongside it.

Official sources

• Cabinet Regulation No. 226
• GDPR (EUR-Lex)

Last reviewed 29 October 2026. This guide is general information, not legal or tax advice. Check the linked official sources for your case.