Hotel reservation form for stay requests

This hotel reservation form lets guests describe their stay in detail: dates, number of guests, room type, meals, extras and special occasions. You check availability and reply with a price, keeping the personal touch of a direct booking.

What is this hotel reservation form for?

Guests enter their arrival and departure dates, the number of adults and children, with ages requested only when children are travelling. They choose a double, twin, family room or suite, select room only, breakfast or half board, and add extras such as parking, late arrival, a baby cot, a pet or spa access. A question about birthdays, anniversaries, honeymoons or business trips helps you prepare a thoughtful welcome. It is a direct hotel booking request rather than an instant reservation.

Who is it for?

• Independent hotels and boutique hotels
• Guesthouses, B&Bs and inns
• Holiday residences and aparthotels
• Event organisers booking rooms for groups

How to adapt it in Mailpro

Adapt the room types, meal plans and extras to your establishment, rewrite the introduction and add your logo and colours. Conditional questions already show the children's ages only when needed, and can ask for details about a pet or a late arrival. Share the form on your website through a link, with a QR code in your brochures or in a Mailpro newsletter to past guests; requests arrive in Mailpro, and you can tag contacts by occasion or room preference.

Tips

• Reply quickly with a clear offer: guests often contact several places.
• Indicate your check-in and check-out times in the introduction.
• Use the special occasion answer to offer a small attention on arrival.
• Keep the hotel booking form short on the first page; dates and guests come first.

Frequently asked questions

Is a request sent through this form a confirmed booking?

No. It is a hotel reservation request form: the booking is confirmed only once you reply with availability and price.

Can I adapt this hotel booking form template for a campsite or chalet?

Yes. Replace the room types with pitches or accommodation types and adjust the extras.

Can guests pay a deposit through the form?

You can add online payment to the form if you want to collect a deposit when the request is sent.

Questions in this template

Your stay

1. Arrival date
2. Departure date
3. Adults
4. Children (under 12)
5. Children's ages

Your preferences

1. Room type
   Double room · Twin room · Family room · Suite
2. Meals
   Room only · Breakfast included · Half board
3. Extras (several answers)
   Parking · Late arrival (after 10 pm) · Baby cot · Pet · Spa access
4. Is it a special occasion?
   No · Birthday · Anniversary · Honeymoon · Business trip
5. Special requests

Your details

1. First and last name
2. Email
3. Phone