Guest Arrival and Departure Log
Know at any point in the day who is in, who is still expected and which rooms are back with housekeeping, without opening a booking system.
HG-05 1 page
Hotels and guest accommodation · HG-06
Guest Damage and Charge Record
A free printable guest damage form — what was found in the room, its condition before the stay, photographs, the charge raised and how the guest was told.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Build a clear evidence trail for a damage charge, so a dispute is answered with dates, names and photographs rather than a memory of the room.
Who it is for
Housekeepers who find the damage, and managers and owners who decide the charge and speak to the guest.
How to use it
- Start a sheet as soon as damage is found and photograph it before anything is moved.
- List each item with what was found and its condition before the stay from your room inventory.
- Write your own repair or replacement cost against each line.
- Record how the charge was raised and authorised, and how the guest was informed.
- Note the guest's account and response in their own words, then sign it off.
What is on the sheet
One page, top to bottom:
Printed under the title: One incident of damage or loss in a room — what was found, its condition before the stay, what it cost you and how the charge was raised and explained to the guest.
Your terms, your figures. What to charge is your decision, from your own terms and your own replacement costs. This sheet is the evidence trail: what was found, when, by whom, and what the guest was told. Take photographs before anything is moved or cleaned.
Write-on lines: Room · Guest name · Stay dates · Booking ref · Date found · Found by · Found during · Reported to · Time
Damage or loss found
Table, 4 rows: Item or area · Damage found · Condition before stay · Photo · Repair / replace · Your cost
Charge and guest contact
Write-on lines: Charge to guest · Charged how · Charged on · Authorised by · Guest informed on · By · Method · Guest's response · Outcome · Repair booked with · Repair date
Signature strip: Completed by · Print name · Date
Questions
Why is there no charge scale printed?
Because what you charge comes from your own terms and your own costs — a replacement lamp costs what your supplier charges, not a figure we could print. The sheet records the figure you used and who authorised it.
What if the guest disputes it?
That is what the sheet is for. Photographs, the inventory condition, who found it and when, and what the guest said at the time are the things that settle it; how far you take it is a decision for you under the rules where you are.
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