Free Hotel Credit Card Authorization Forms (Word | PDF)

Usually signed by a cardholder, a Hotel credit card authorization form is a document that permits a merchant to charge the cardholder’s credit card during a period of time for regularly recurring payments in accordance with the content of the credit card authorization form. A hotel credit card authorization form grants businesses access to repeatedly charge a cardholder on a recurring basis, be it quarterly, monthly, or on more sporadic intervals.

Overview and Purpose

When a business is required to charge a cardholder via credit card, neither the credit card nor the cardholder necessarily has to be physically present. However, there is a certain degree of risk, including chargebacks, when the credit card is not physically present. Businesses can guard against this risk by requesting that the cardholder sign a document that grants the business permission to charge their card on an ongoing basis.

The cardholder can use the hotel credit card authorization form to grant the business management access to their credit card, which the cardholder’s guests can use for the duration of their stay at the hotel. The cardholder is at liberty to limit the charges on the card by specifying additional services the hotel may charge to the card. Additional services such as food, mini-bars, or extra services offered by the hotel may or may not be included in the hotel credit card authorization form. If the hotel credit card authorization limits any of these services, the guest is required to pay the remaining balance.

Uses of a Hotel Credit Card Authorization Form

A hotel credit card authorization form is quite useful when a cardholder needs to pay for a transaction, whether it is recorded manually or without the physical presence of the credit card. If a credit card transaction is done without the credit card being physically present, it is known as a recurring card on file transaction.

The following are the major functions of a hotel credit card authorization form;

Protection from chargeback abuse

A hotel credit card authorization form can be used when the hotel is trying to prevent a chargeback on services rendered. Chargeback is a credit-card feature meant to protect consumers from unauthorized transactions. A chargeback occurs when a cardholder files a dispute for a charge from the hotel, and requests the credit card company to reverse the charge.

The procedure for a chargeback dispute involves the credit card company withholding the funds from the cardholder and the hotel until they make a decision on the funds. The purpose of the chargeback is to protect the cardholder against being overcharged for services used. Hence, to protect the cardholder, the credit card issuer will withhold the disputed funds from the cardholder without paying the funds to the hotel until the dispute has been resolved. Once the credit card issuer establishes that the disputed funds are a result of an overcharge, the funds will be credited back to the cardholder.

Recurring transactions

For regular hotel patrons, it is not uncommon to use a hotel credit card authorization form, be it for maintaining a suite for a long time or for periodic stays at the hotel. With a hotel credit card authorization form, the cardholder authorizes the hotel to charge his credit card on a recurring basis, making the transactions more seamless and convenient for both parties. The hotel can simply charge the cardholder for services, without the cardholder having to provide their credit card every time.

Saves time

The hotel and cardholder can save a lot of time by simply charging the cardholder based on a pre-existing arrangement. Also, whenever there is a dispute or chargeback issue, the cardholder simply needs to produce a copy of the hotel credit authorization form for a less complicated and quicker resolution with the hotel and the credit card company. The cardholder can also make arrangements with the hotel without having to provide their credit card details all over again or even be physically present in the hotel, hence saving a lot of time.

The specific and official nature of a hotel credit card authorization form necessitates the use of certain language that set the terms for the hotel credit card authorization while naming all concerned parties. A cardholder can write a hotel credit card authorization form by following the steps below.

Language for authorization

A hotel credit card authorization form uses specific language to describe all parties involved while describing the terms of the hotel credit card authorization form. However, it is not an overly complicated document. These are the typical parties involved in a hotel credit card authorization form.

• Cardholder’s name: The person whose name is registered to the credit card should be named exactly as the name appears on the credit card and on the records of the credit card issuer.

• Name of the guest(s): The guest(s) expected to stay at the hotel as agreed by the cardholder should be named specifically on the hotel credit card authorization form.

• Name of the hotel: The hotel the cardholder is granting permission to charge their credit card should be named on the hotel credit card authorization form.

Services available to guests

Once the hotel credit card form has specified that the cardholder is granting the hotel permission to charge their credit card on a recurring basis, the services for which the credit card is to be charged can then be specified. By specifying chargeable services, the cardholder can prevent excessive charges. The cardholder can specify any or all of the following services to be charged to their credit card.

• Hotel room, tax(es,) and fee(s): The charge for staying in the hotel room, as well as additional taxes and fees attached to a stay in the hotel room, is the bare minimum chargeable service that the cardholder can specify on their hotel credit card authorization form.

• Mini-bar snacks and beverages: The mini-bar services, as well as snacks and beverages consumed during the stay at the hotel, may also be specifically charged to the cardholder’s credit card via the hotel credit card authorization form. However, if the cardholder elects not to specify this service, the cardholder’s guest(s) would have to pay for this service.

• Room service: The hotel credit card authorization form allows the cardholder to specify if they accept charges for room service ordered by their guest(s) during the guest(s) stay in the hotel. The cardholder may or may not choose to be charged for room service.

• Resort fee(s): The cardholder may also choose to be charged for the mandatory daily charges added to the hotel room charges that grant their guest(s) access to all the facilities on the hotel grounds, such as Wi-Fi, Beach chairs, swimming pools, gyms, and other hotel facilities. If the cardholder chooses not to be charged for this fee, their guest(s) will be charged instead.

• Other: Other hotel services, especially services specific to the hotel, can be specified under this option. The hotel credit card authorization form will contain a space for the cardholder to specify the other services they authorize to be charged on their credit card, which have not been covered in the specific charges above.

Total amount to be charged

The hotel credit card authorization form will contain a space for the cardholder to specify the total amount they are willing to be charged by entering the amount in dollars in the space provided.

Cardholder’s credit card information

The next step is to provide all the specific information about the cardholder’s credit card. Every credit card has its unique set of information that helps businesses identify and charge the cardholder for services rendered. The cardholder should provide the following information on the hotel credit card authorization form.

• Card type: The cardholder is required to select the type of credit card on which they agreed to be charged by ticking the appropriate box.

• Name on card: It is standard practice that a credit card carries the cardholder’s name. The cardholder is required to provide the name attached to the credit card when identifying the credit card through which they agree to be charged.

• Card number: Every credit card carries a unique number that is used to identify the credit card. This number can be used to trace the rest of the credit card details as well as authorize transactions.

• Expiration date: Credit cards have an expiry date. The expiry date on the credit card provides the hotel with the knowledge of when the credit card would expire, which would also help the hotel determine the longevity of the hotel credit card authorization form.

Cardholder’s billing address

The cardholder is required to provide their billing address on the form. This information is a mandatory detail for credit card transactions. The cardholder must ensure that the billing address is the same as it is on the credit card statement.

Cardholder’s signature

The cardholder is also required to attach their signature in the space provided in the hotel credit card authorization form.

Date

The date on which the hotel credit card authorization form was signed by the cardholder should also be mentioned. This validates the cardholder’s agreement to being charged by the hotel.

Submit the form

Once the cardholder has filled in every required detail on the hotel credit card authorization form, he may proceed to submit the form to the hotel their guest(s) are staying at. The cardholder is required to request the hotel’s preferred format for the hotel credit card authorization form. As this form contains extremely sensitive information, therefore, the cardholder should confirm the hotel’s receipt of the hotel; credit card authorization form.