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-08
Guest House Booking Diary Page
A free printable bed and breakfast booking sheet — a week of bookings with room, nights, guest numbers, the rate agreed, the deposit and how they found you.
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
Keep a paper diary that shows every booking, deposit and cancellation for the week, so a double booking or an unpaid deposit is seen before the guest arrives.
Who it is for
Owners of bed and breakfasts, guest houses and small inns who take bookings by phone and email and want one page to run the week from.
How to use it
- Head the page with the week and the rooms you have to let.
- Add each booking in arrival order with the nights, the room and the guest numbers.
- Write the rate agreed from your own tariff and the deposit taken, with its date.
- Cross out a cancellation rather than erasing it, and note the date.
- Total the rooms sold and deposits still owed at the foot of the page.
What is on the sheet
One page, top to bottom:
Printed under the title: A week of bookings for a small guest house or bed and breakfast — one line per booking with the room, the nights, the rate agreed, the deposit and how they found you.
Cross out, never erase. Write the rate as it was agreed with the guest, from your own tariff. Cross a cancelled booking through rather than rubbing it out, and note the date it was cancelled — a diary that shows what changed is worth more than a tidy one.
Write-on lines: Property · Week beginning · Rooms available · Diary kept by
Bookings — in arrival order
Table, 11 rows: Arrival · Nights · Room · Guest name · Guests · Rate · Deposit · Paid on · Booked via · Breakfast · Notes
Write-on lines: Rooms sold this week · Room nights · Deposits outstanding · Carried to next week
Questions
Why no rates printed?
Because they are yours and they change with the season. The rate column takes whatever was agreed with each guest from your own tariff.
What about deposits — how much and when?
The sheet records the amount you took and the date. How much you ask for and when it is due are your own terms, and your booking conditions say so, not this page.
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