Introduction
Tell us the dates, the number of guests and the room you need. Your agency checks the hotel for availability and sends you the options. A room is not final until you have confirmed it in writing.
Trip AgencyForms
Hotel reservation form: a request your agency turns into a booking
A hotel reservation form gathers the stay dates, the number of guests and rooms, the room type and the arrival window your agency needs to ask a hotel for a room. The hotel and your agency confirm availability and the rate, so the form is a request rather than a confirmed stay. Ask for the lead guest's name and contact details, not card details or identity numbers.
What people search
Hotel reservation form: 110 average monthly searches.Google Ads Keyword Planner · 2026-10-09 · United States
Field blueprint
Fields for the stay, the rooms and the guests
| Field | Type | Required | Why you ask it |
|---|---|---|---|
Lead guest full name | Short text | Required | The name the hotel holds the room under. It should match the name the guest gives at check-in. |
Check-in date | Date | Required | The first night of the stay. Hotels price by the night, so the dates set the whole request. |
Check-out date | Date | Required | The day the guest leaves. Availability and rates are checked for each night between check-in and check-out. |
Number of guests | Number | Required | Sets occupancy, which decides the room type and bed arrangement the hotel offers. |
Number of rooms | Number | Required | Two adults sharing a room and two adults in separate rooms are different requests, even with the same guest count. |
Room typeFor an accessible room, name the feature you need, such as a step-free shower. Do not record a medical condition. Single roomDouble or twinSuiteAccessible roomNo preference | Single choice | Required | Sets the bed arrangement and room size the agency searches for. |
Arrival windowBefore 2 PM2 PM to 6 PMAfter 6 PMNot sure yet | Single choice | Optional | Tells the hotel when to expect the guest, so a late arrival can be planned for in advance. |
Smoking preferenceNon-smokingSmokingNo preference | Single choice | Optional | Hotels hold smoking and non-smoking rooms separately, so the preference narrows the search. |
Area or neighborhoodFor example: near the old town | Short text | Optional | A broad area helps the agency choose hotels. A street address is not needed for the search. |
Additional guestsEnter one name per line and note which room each guest shares. | Long text | Optional | Lists the other guests by name when the stay has more than one room, so each room is tied to the right people. |
Special requestsLeave identity numbers and diagnoses out of this field. | Long text | Optional | Captures requests the hotel must see in writing, such as a crib, a late check-in note or a quiet room. |
Contact email | Required | Where the agency sends the room options and any question about the rate or the dates. | |
Contact phoneAdd the country code, such as +44 for the United Kingdom. | Phone | Optional | Lets the agency call the guest when the room type they chose is no longer available. |
Try it
Preview the request as a guest will see it
At a glance
How long a guest needs to fill in the request
13Fields
7Required fields
5Estimated time (minutes)
Estimate based on question types; actual completion time varies.
Words for the respondent
Set expectations before a guest asks for a room
Confirmation
Thank you. We have your request for the stay you entered. We will send the options within the reply window your agency gave you. Please do not send card details or identity numbers by email or in this form.
Check-out date
Use the day you leave the hotel, not the date of your last night.
Number of rooms
Count rooms, not guests. Two guests sharing one room count as one room.
Special requests
Name the need, for example a quiet room on a higher floor, and skip any diagnosis.
After a response arrives
Confirm the room before the guest relies on it
Check the request against the hotel's answer
Compare the stay dates, guest count and room count with the form before you reply to the hotel. A changed night changes the rate, so re-check the total each time the dates move.
Send the confirmation and the terms in writing
Send the guest the hotel's confirmation details and its cancellation terms in writing. Keep the copy in the trip file, with the date you sent it.
Use the grid for records, and the phone for same-day changes
A scheduled job handles stored submissions once an hour in production, and the creator is notified afterward. The grid keeps the full list, and CSV export is there for your booking log. For a change on the day of arrival, call the hotel directly rather than wait for a notice.
Frequently asked questions
Is there a free hotel reservation form template?
This guide describes the fields you need, not a downloadable file. You can build the request as an online form in Attain OS and share it by link, but the app does not produce a Word or PDF file.
Can the request list more than one room type?
Yes. Pick the main room type in the room-type field, then list any second type in the special requests field with the number of rooms for each. Note how many guests share each room, so the hotel sees how the group is split.
What is the difference between a hotel booking form and a hotel reservation form?
In everyday use the two terms mean the same thing. In this guide, the reservation form is the request your agency sends to a hotel, and the confirmation is what the hotel sends back. Use one name in your own system so staff do not mistake a request for a confirmed stay.
Can a guest pay for the room through this form?
No. The form does not take card details, and card numbers should not be recorded in a request. Ask the hotel for its own booking instructions and pass them to the guest in writing.
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How to build it
Choose a category and a form type in the wizard. Answer three Atty Suggestions questions, then give the form a title. Atty builds the fields in the background. Edit the fields and ask Atty to refine them, then publish and share the /f/ link.
