Article Structure
The Best Western Card Authorization form plays a crucial role in ensuring a smooth reservation process for guests while also protecting the hotel from financial risks. This form captures essential transaction information including guest details, property specifics, and the total amount to be charged. Cardholders must provide their credit card type, number, and expiration date, along with billing address and contact information. An important feature of the form is the authorization note, which confirms the cardholder's acceptance of charges related to their stay, including incidentals. Moreover, this form sets clear expectations regarding financial responsibility, stipulating that guests will need to provide a personal credit card or cash deposit upon check-in. Hotels require additional verification documents, such as a photocopy of the credit card and the cardholder’s state-issued ID, to validate the authorization. The hotel's policies further emphasize that incomplete forms may result in delays or cancellations of reservations, reinforcing the importance of accuracy and promptness. Overall, this form is a vital tool that facilitates communication between the cardholder and the hotel, ensuring that all parties are aware of their obligations and any potential charges that may arise during the stay.
Best Western Card Authorization Example
0 WesternBest
PLUS®
CREDIT CARD AUTHORIZATION FORM
TRANSACTION INFORMATION (To be filled out by the hotel)
Guest Name:
Property Name:
Arrival Date:
Departure:
Amount to be charged:
Confirmation Number:
Property Phone Number:
Property Fax Number:
Property Email Address:
PAYMENT & VERIFICATION DETAILS (To be filled out by cardholder)
Card Type (select one): American Express Discover MasterCard Visa
Credit Card Number: I __ __ __ __ - __ __ __ __ - __ __ __ __ - __ __ __ __ I Expiration Date: I ___ /___
Cardholder’s Name:
Company Name:
Cardholder’s Billing Address:
City, State, Zip:
Telephone:
Fax:
Email:
Authorization Note: I authorize and acknowledge that all of the charges will be processed to my credit card as detailed above. I understand that an additional amount may be authorized for incidentals,
Hotel Policy: You are financially responsible for all charges incurred by your guest which may include damage fees and incidentals. We require that your guest provides a personal credit card or cash deposit at check in. If they cannot provide either, we cannot allow them to
Additional Documents Required: The hotel requires a photo copy of the credit card and cardholder’s state issued identification before this form is approved for use. Please send both required documents with this authorization form.
Verification: The hotel reserves the right to deny approval of this form for any reason. All information included on this form must be accurate for verification purposes. The hotel will use this information to contact the cardholder. Denial may occur if the hotel is unable to reach the cardholder or if the hotel cannot verify the information. At such time, we reserve the right to cancel all associated reservations without notification.
Select one: |
All Charges |
Room & Tax Only |
Cardholder’s Signature: |
I |
|
Date Signed: |
I |
|
RETURN FORMS TO:
Please fax or email this completed for to the property listed above. All sections must be filled in for the form to be accepted by the hotel and may cause a delay in guaranteeing your guest’s reservations.
FOR HOTEL USE ONLY:
Received by: _______________________ Verified by: _____________________ Verification Date: ____________
Form Characteristics
| Fact Name | Description |
|---|---|
| Authorization Requirement | The guest must provide a completed credit card authorization form to cover all charges during their stay, including any incidentals. |
| Payment Types Accepted | Guests can select from popular credit card types, including American Express, Discover, MasterCard, and Visa to process their payments. |
| Additional Documentation | A photocopy of the credit card and the cardholder's state-issued ID is required for the form to be valid. |
| Validity Period | This form is only valid for the reservation dates and guests listed. A new form must be submitted for any changes or additional reservations. |
| Hotel Policies | Guests are responsible for all charges incurred. If a guest cannot provide a valid credit card or cash deposit at check-in, they will not be allowed to check in. |
Guidelines on Utilizing Best Western Card Authorization
Filling out the Best Western Card Authorization form is a straightforward process. Follow these steps carefully to ensure all necessary details are included. After submitting the form, the hotel will review the information and contact you if any issues arise.
- Start by entering the guest information in the top section of the form. Fill in the Guest Name, Property Name, Arrival Date, Departure Date, Amount to be charged, and Confirmation Number.
- Add the Property Phone Number, Property Fax Number, and Property Email Address.
- In the payment section, select the Card Type: American Express, Discover, MasterCard, or Visa.
- Enter the Credit Card Number by writing it in the provided boxes.
- Fill in the Expiration Date of the credit card.
- Type in the Cardholder’s Name.
- If applicable, enter the Company Name.
- Complete the cardholder's Billing Address, including City, State, and Zip Code.
- Provide a Telephone number, Fax number, and Email address for the cardholder.
- Read and sign the Authorization Note, then enter the Date Signed.
- Select either All Charges or Room & Tax Only based on your payment preference.
- Make sure to return the completed form along with a photo copy of the credit card and the cardholder’s state-issued identification.
After following these steps, send the form and required documents via fax or email to the property listed. Ensure every section is filled out correctly to avoid delays in guaranteeing the guest's reservations.
What You Should Know About This Form
What is the Best Western Card Authorization form used for?
The Best Western Card Authorization form is a crucial document aimed at ensuring payment for hotel stays by a guest, particularly when the person checking in is not the credit card holder. This form allows the hotel to charge the card for all relevant costs, including the room rate, taxes, and additional incidentals during the stay. By using this form, the cardholder authorizes the hotel to make these charges, thereby creating a financial safety net for both the hotel and the guest.
What information needs to be filled out on the form?
The form requires specific information divided into two sections: transaction information and payment verification details. The hotel must complete the transaction section with the guest's name, property name, arrival and departure dates, amount to be charged, and confirmation number. The cardholder fills out the payment details, including their credit card type, number, expiration date, and billing address, ensuring all information is accurate and up-to-date to avoid potential issues.
Are there any additional documents required when submitting this form?
Yes, in order to validate the authorization form, the hotel requires a photocopy of the credit card being used and a state-issued identification of the cardholder. These documents need to be submitted along with the completed form to enhance the verification process and ultimately secure the reservation. Failure to provide these documents may lead to delays or denial of the form.
What happens if the information on the form is inaccurate?
Inaccurate or incomplete information can lead to serious issues. The hotel reserves the right to deny approval of the authorization form for any discrepancies. If the information cannot be verified, the hotel may cancel all associated reservations without notification. It's essential to double-check all details before submission to ensure a smooth check-in process.
Can I change my reservation after submitting the form?
If you need to change or extend your reservation, a new authorization form must be completed. The existing form is only valid for the dates and guests originally indicated. It’s important to act quickly, as delays in submitting the updated form can affect your reservations and your guest’s check-in status.
What are my responsibilities as a cardholder?
As the cardholder, you are financially responsible for all charges incurred by your guest, including damage fees and incidentals. Additionally, you must ensure that your guest presents either a personal credit card or a cash deposit at check-in. If neither is provided, the hotel cannot allow them to check in, potentially leading to an inconvenient situation for both you and your guest. Understanding these responsibilities is crucial for a seamless experience.
Common mistakes
Completing the Best Western Card Authorization form can seem straightforward, but several common mistakes could jeopardize your booking. To ensure a hassle-free process, it’s crucial to pay close attention to every detail.
One frequent error is omitting required information. Each section of the form must be filled out completely before submission. Missing details—like the cardholder’s telephone number or billing address—can lead to delays in processing. Skipping any part of the form may result in the hotel denying the authorization.
Another mistake involves incorrect card information. Make sure to double-check the credit card number, expiration date, and the card type selected. A simple typo could prevent the hotel from processing the payment. Verify that the details are accurate before sending the form, as discrepancies can lead to cancellations.
Additionally, failing to attach necessary documents is a common oversight. The hotel requires both a photocopy of the credit card and a copy of the cardholder's state-issued ID for verification. If these documents are not included with the authorization form, it may not be approved, resulting in complications during check-in.
Many people also underestimate the importance of the authorization note section. It’s crucial to read and understand the terms outlined there. For instance, selecting “All Charges” commits the cardholder to cover all costs incurred during the stay. If this section is misunderstood or not properly filled out, it can lead to unexpected charges on the credit card, causing dissatisfaction.
Lastly, neglecting to confirm the submission of the form can leave you in uncertainty. After sending the completed form, ensure that you follow up with the hotel to confirm receipt. Waiting too long without confirmation could risk your reservation, especially during busy periods when rooms may be in high demand.
Documents used along the form
The Best Western Card Authorization form serves as a crucial document in hotel transactions, ensuring that payments are processed correctly and efficiently. Alongside this form, several other documents may often be required to confirm a guest's reservation and facilitate a stress-free check-in process. Understanding each of these accompanying forms can help streamline the experience for both patrons and hotel staff.
- Credit Card Copy: A photocopy of the credit card being used for the transaction. This document helps confirm the legitimacy of the cardholder and provides additional verification during the payment process.
- State Issued Identification: A copy of the cardholder’s government-issued ID, such as a driver's license or passport. It ensures the identity of the cardholder aligns with the details provided on the credit card.
- Confirmation Email: A message from the hotel confirming the reservation details. This document typically contains the guest's booking reference number and highlights the terms of their stay.
- Incidental Authorization Form: A form allowing the hotel to charge incidental fees to the guest’s credit card. This includes charges for items like room service, damage fees, or other unforeseen costs.
- Check-In Policy Acknowledgment: A document where guests acknowledge the hotel's policies regarding check-in and payment. This ensures that guests are aware of the rules and can avoid any misunderstandings at arrival.
- Payment Receipt: Acknowledgment of payment once processed. It serves as proof of transaction and may be emailed or printed at check-out for the guest's records.
- Cancellation Policy Document: A written outline of the hotel’s cancellation policies. It provides clarity on how modifications or cancellations to reservations should be handled and may detail any fees that could apply.
- Billing Address Verification Form: This form confirms that the billing address provided by the guest matches the one on file with their credit card company, adding an extra layer of fraud prevention.
By familiarizing yourself with these documents, guests can ensure their stay proceeds smoothly, with minimal disruption. Being proactive in providing the necessary forms can reduce wait times and enhance the overall experience at the hotel.
Similar forms
The Best Western Card Authorization form shares similarities with various other documents used in the hospitality and payment processing industry. Below is a list of nine such documents, highlighting their similarities with the Best Western form.
- Hotel Reservation Confirmation: Like the Card Authorization form, this document typically contains guest information, reservation dates, and payment details to secure a booking.
- Credit Card Charge Authorization Form: This form, often required by retailers and service providers, authorizes the use of a credit card for payment, similar to how the Best Western form authorizes charges related to a hotel stay.
- Rental Car Agreement: When renting a vehicle, customers often fill out an agreement that includes personal and payment information, paralleling the requirements on the Card Authorization form.
- Event Registration Form: Attendees of conferences or events commonly complete this form, which gathers participant details and payment authorizations in a manner akin to the Best Western document.
- Deposit and Payment Agreement: This document outlines the terms of any initial payments or deposits, similar to how the Card Authorization form explains billing responsibilities and conditions.
- Service Agreement for Wedding Venues: Couples often complete such agreements that detail payment structures and responsibilities, reminiscent of how the Best Western form outlines financial obligations during a stay.
- Membership or Subscription Agreement: These agreements require personal information and payment authorizations, much like the Card Authorization form does for hotel reservations.
- Online Booking Terms and Conditions: When making online reservations, customers review and accept these terms, which often reflect similar stipulations regarding charge authorizations as outlined in the Best Western document.
- Credit Card Payment Receipt: After a transaction, customers receive a receipt that verifies the charges made to their credit card, mirroring the acknowledgment of charges present in the Card Authorization form.
While each document serves its specific purpose, they collectively emphasize the importance of proper authorization, clear communication of terms, and the accountability of the parties involved in a transaction.
Dos and Don'ts
When filling out the Best Western Card Authorization form, it’s important to make sure everything is accurate and complete. Here are six things you should and shouldn’t do:
- Do fill in all required information: Ensure that every section, from guest details to cardholder information, is fully completed.
- Do double-check your card information: Mistakes in the credit card number or expiration date can lead to delays.
- Do provide supporting documents: Include a photocopy of the credit card and the cardholder's identification as required.
- Do read the hotel policy: Understanding the hotel's policies on deposits and incidentals can prevent issues at check-in.
- Don't forget to sign the form: An unsigned form will not be processed and could cause your reservation to be canceled.
- Don't provide outdated or inaccurate contact information: If the hotel cannot reach you for verification, they may deny your authorization.
Misconceptions
Misconception 1: The form can be used for any type of reservation.
This is not true. The Best Western Card Authorization form is specifically tied to the reservation dates and guests listed on the form. If you want to make additional reservations or extend your stay, a new form must be filled out.
Misconception 2: The hotel automatically charges the guest for all expenses.
This is a common misunderstanding. By selecting "All Charges," you agree that all costs will be charged to your credit card. However, if you choose "Room & Tax Only," the guest must provide a method for covering additional incidentals. If they don’t have a valid payment method at check-in, they cannot be accommodated.
Misconception 3: You don’t need to provide any additional documents.
This belief is incorrect. The hotel requires a photocopy of both the credit card and the cardholder’s state-issued identification for the authorization form to be approved. This helps to protect both the hotel and the guests from fraud.
Misconception 4: Once the form is submitted, the hotel cannot deny approval.
This is a misconception. The hotel reserves the right to deny approval for any reason. If the information on the form is inaccurate or if they cannot verify details, your authorization can be rejected, potentially resulting in cancellation of reservations.
Misconception 5: Filling out the form is enough to guarantee the reservation.
While the form is important, it does not guarantee your reservation by itself. All sections must be accurately completed, and any missing information can lead to delays or issues securing the reservation. It’s crucial to follow all instructions and submit comprehensive details to ensure everything is processed smoothly.
Key takeaways
Here are four key takeaways about filling out and using the Best Western Card Authorization form:
- Complete All Sections: Ensure every section of the form is filled out accurately. Missing information can lead to delays in reservation guarantees.
- Understand the Authorization: The cardholder must acknowledge responsibility for all charges, including potential incidentals. Select the appropriate option based on your needs.
- Provide Required Documents: A photocopy of the credit card and a state-issued ID are mandatory before the hotel will approve the form. Make sure to include these when submitting.
- Double-Check for Verification: The hotel will verify the information provided. If they cannot reach the cardholder, they may deny the authorization and cancel associated reservations.
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