A hotel incident report is a document hotels use to record any incidents or accidents involving guests on their premises. This form is essential to the hotel’s risk management and safety protocols.
The purpose of the guest incident report is to document the details of cases that may involve injury, property damage, theft, or other significant occurrence. This will help hotel management handle the situation appropriately and provide a record for future reference in insurance claims and legal matters.
A guest incident report template should be used whenever an event occurs within hotel premises that could potentially impact the safety, security, or satisfaction of guests, staff, or the property. These incidents could range from minor accidents to more severe situations requiring immediate attention and possibly follow-up actions to prevent future occurrences.
Here are some common scenarios where this template would be handy:
The form includes sections for recording the incident’s date, time, and location, a detailed description of what happened, and any witnesses’ names and contact information. It also asks for the details of the guest involved, including their contact information and room number.
Our guest incident report form contains a field for internal use and a description of follow-up actions, such as notifying hotel security, contacting emergency services, or other procedures.
Information on these forms is often sensitive. Hotels must handle them with a high degree of confidentiality and in accordance with privacy laws.
Here is a step-by-step guide on properly filling out a hotel incident report template (Word or PDF). You can download a file or use our document editor.
Start by filling in the date when the incident report is being created. This helps to establish a timeline for the incident and the reporting process.
Include the full name, address, and contact information of the individual involved in the incident. Select the type of identification provided (Driver’s License, Passport, or Other) and fill in the respective identification number.
Record the date and time of the incident, specifying AM or PM. Clearly describe the location within the hotel where the incident occurred. Provide a detailed description of what happened during the incident.
If there were any injuries, check “Yes” and describe the injuries sustained. If no injuries occurred, check “No.”
If there were witnesses to the incident, check “Yes” and provide their names and contact information. If there were no witnesses, check “No.”
Indicate whether the police were notified. If a police report was filed, check “Yes.” Detail if medical assistance was given, refused, or if treatment was provided on-site, at a hospital, or elsewhere.
The person filling out the report should sign their name and print it below the signature. Also, include the date on which the report is submitted.
This section is for office use only and should be filled out by hotel management or the relevant department. Document who received the report, its date, and any actions taken in response to the incident.
