Hotel Guest Incident Report Template

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Hotel Guest Incident Report Template

A hotel guest incident report is used by staff members to record the details of an incident involving one or more hotel guests. The form asks for the names of all parties involved in the incident, a description of what happened, the exact location of the incident, and what actions were taken to resolve the situation. Once completed, the report should be kept in the hotel’s records.

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Last updated August 22nd, 2025

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A hotel guest incident report is used by staff members to record the details of an incident involving one or more hotel guests. The form asks for the names of all parties involved in the incident, a description of what happened, the exact location of the incident, and what actions were taken to resolve the situation. Once completed, the report should be kept in the hotel’s records.

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Reportable Incidents

  • Injuries and hospitalizations of guests
  • Accidents and falls
  • Equipment failures (elevators, room keys, amenities)
  • Altercations and illegal activity
  • Stolen and lost items
  • Complaints and staff issues

Sample

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HOTEL GUEST INCIDENT REPORT FORM
INDIVIDUAL FILING REPORT

Full Name: [FULL NAME] Title/Role: [TITLE/ROLE]
Signature:                                                           Date: [MM/DD/YYYY]

INCIDENT DETAILS
Date of Incident: [DATE OF INCIDENT]      Time: [TIME] ☐ AM ☐ PM

Was an employee involved in the incident?☐ Yes ☐ No

If yes, enter their name: [EMPLOYEE NAME]

Was any hotel equipment involved in the incident?☐ Yes ☐ No

If yes, describe: [EQUIPMENT]

Was the supervisor notified? ☐ Yes ☐ No

Location: [LOCATION]

Describe the Incident: [DESCRIBE THE INCIDENT]

GUEST INFORMATION
Guest Name: [GUEST NAME] Phone: [PHONE] E-Mail: [EMAIL] Address: [ADDRESS]
Date of Booking: [MM/DD/YYYY] Room Number: [ROOM NUMBER]

Guest Name: [GUEST NAME] Phone: [PHONE] E-Mail: [EMAIL] Address: [ADDRESS]
Date of Booking: [MM/DD/YYYY] Room Number: [ROOM NUMBER]

INJURIES
Was anyone injured? ☐ Yes ☐ No If yes, describe the injuries: [INJURY DESCRIPTION]

WITNESSES
Were there witnesses to the incident? ☐ Yes ☐ No

If yes, enter the witnesses’ names and contact info:

  1. Full Name: [FULL NAME] Phone: [PHONE] E-Mail: [EMAIL]
  2. Full Name: [FULL NAME] Phone: [PHONE] E-Mail: [EMAIL]

POLICE/MEDICAL SERVICES
Police Notified?☐ Yes ☐ No

If yes, was a report filed? ☐ Yes ☐ No

Was medical treatment provided? ☐ Yes ☐ No ☐ Refused

If yes, where was medical treatment provided? ☐ On site ☐ Hospital ☐ Other: [OTHER]