Hotel / Third-Party Credit Card Authorization Form Template

HOTEL / THIRD-PARTY CREDIT CARD AUTHORIZATION FORM TEMPLATE FAQ

What is a hotel or third-party credit card authorization form?

A Hotel / Third-Party Credit Card Authorization Form is a document a cardholder signs to allow a hotel to charge their credit card for someone else’s stay. It commonly covers room charges, taxes, incidentals, or a defined spending limit.

When is this form used?

It’s used when a company, parent, spouse, or other third party pays for a guest’s reservation, or when the cardholder will not be present at check-in. Hotels use it to reduce chargebacks and confirm permission to charge the card.

What should be included in the form?

It should include: hotel details, guest/reservation info, cardholder info, the charges authorized (room/tax/incidentals), spending limits, dates of stay, card details (handled securely), and a signed consent. This template includes a section to attach ID and a card copy if the hotel requires it.

Is it safe to email this form?

Email can be insecure. Many hotels use secure portals or fax. If you must email, consider asking the hotel for a secure upload option and do not include full card details unless the hotel specifically requires it. This template includes a “delivery method” note.

What if the cardholder disputes the charge later?

A signed authorization form can help show consent, but it does not guarantee the outcome of a dispute. Hotels still need to follow card network rules and keep supporting documentation.

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