Every time you carry out a transaction with an establishment, vendor, or merchant, you usually ask for a receipt that records the goods or services for which you have paid. A hotel is no different, and they will often issue a hotel receipt to all guests that enjoy their services. Below, we review this document and tell you what goes into it, how to create it, and how to identify a real one from a fake one.
What Is a Hotel Receipt?
A hotel receipt is a formal document issued by an accommodation or hotel establishment to a guest after they pay their bill. It records crucial details, such as the rate of the room per night and other costs like parking fees, breakfast charges, food service, and sales taxes. Generally, a hotel receipt can be issued by bed and breakfast, Airbnb, inn, motel, private hotel, etc.
What Is a Hotel Receipt Format?
As mentioned, a hotel receipt is a formal document issued to guests by hotel establishments. While the format and content of these documents will usually vary from hotel to hotel, they generally follow a specific format. Generally, an effective hotel receipt will:
- Identify the hotel or establishment providing the receipt. This information will usually be provided in the header and include the hotel name, contact information, and address.
- Identify the customer or guest by their name and contact information.
- List the services, accommodation, and goods offered to the guest then identify their costs
- Incorporate sales taxes into the total cost
- Provide a total cost, the amount paid by the guest, payment method, and date of payment.
Hotel Receipt Templates & Examples
Why Is a Hotel Receipt Important?
An official hotel receipt is crucial because it records all the transactions made between a hotel and its guests, thus, serving as proof of payment should any disputes arise in the future. It helps the hotel record the information that might be required for auditing and helps the guest prove that they paid for the services they received. Essentially, it is a win-win for both sides.
Essential Elements of a Hotel Receipt
You can usually make your hotel receipt as elaborate or simple as you like. Regardless of the way you choose to go, the document should contain the following details:
- Name, address, and contact details of the guest
- Name, address, and contact details of the establishment
- Arrival and check-out date
- Assigned room number
- Room rate per night
- Amount expected from the guest
- Payment date, payment method, and amount
- Balance
- Guest’s signature to show acknowledgment
It is important to create a list of all the charges owed by the guest so they can better understand the total cost. You should also place the charges under Credit or Debit, depending on the guest’s plan of payment.
Generally, the balance is any remaining amount that should be paid before check-out.
How to Write
If you wish to create a Hotel Receipt, you can do so from scratch, but it is much easier and faster to customize a hotel receipt template. Download one that works for you, then follow this guide:
Step 1: Identify the Hotel and Receipt
Add a header and indicate the legal name and contact information of the hotel. Write down the date the receipt was prepared and indicate a current receipt number.
Step 2: Identify the Client
Under ‘Bill to,’ indicate the name, contact information, and address of the client. If they identify as an entity, write down their legal company name.
Step 3: Define the Transaction
Create a list of all the charges that apply to the guest, including their room number, rate per night, and the number of nights spent in the room. Add all additional charges like breakfast and room service.
Step 4: Supply the Payment Amount
Indicate and add the total sales tax to the amount owed by the guest and then supply a total amount. Describe the payment date and payment method used by the guest.
Step 5: Include Your Contact Information
Finally, include your contact information and address in the footer of the receipt. This is a great resource for the guest and a marketing strategy for your establishment.
How to Know If the Hotel Receipt Is Fake?
Online downloadable templates make it easy for hotels to prepare receipts, but they can also serve as an avenue for fraudsters. You can tell a receipt is fake if the staff member that issued it cannot produce another copy upon request or the receipt has errors in the content, design elements, logo, etc.
Other Types of Hotel Receipts
There are several types of receipts issued by merchants and establishments to record transactions. The most common examples are:
- Original Receipts: These receipts are issued by suppliers as invoices, points-of-sale, or order confirmations.
- Full-Page Receipts: These are most common with large businesses and are usually in the form of an invoice that takes up an entire page.
- Credit Card Slips: These are issued anytime you use your credit card to make a payment. They usually accompany an original receipt.
- Window Tags: These receipts are usually used to show that you have paid a parking fee or are allowed to be at a campsite. They are attached to a vehicle’s windshield.
FAQs
Do hotels give receipts?
Yes, most hotels will give you a receipt upon checking in and update it when you check out of the establishment. If they don’t, you have the right to request it.
Can I pay a hotel in cash?
It depends on the hotel. Some establishments accept cash payments while others do not.
What happens if you leave a hotel without paying?
If you leave a hotel without paying your bills, the owner of the hotel reserves the right to report you to the police, and you could get arrested and charged.
What is a hotel guest bill?
A hotel guest bill is a simple document containing an itemized list of the services you have received from a hotel and their costs.
Conclusion
When issued, a well-written Hotel Receipt serves the interests of both the hotel and the guests. It gives them evidence to prove their side of the case should a dispute over the transaction ever arise. Additionally, it helps the guest maintain proper financial records for tax purposes, and the hotel records its transactions for auditing purposes.
