Make every guest feel expected and valued before they even walk through the door. This hotel room preference form lets guests submit their bed type, floor level, accessibility needs, and special occasion details ahead of their stay so your team can prepare the perfect room. Fewer calls at check-in, happier guests on arrival.
A hotel room preference form is a simple but high-impact tool for any property that wants to move from reactive service to proactive hospitality. Instead of waiting for guests to call the front desk or — worse — discovering a mismatch at check-in, you invite them to communicate their needs in advance. That window between booking and arrival is valuable real estate for building anticipation and resolving potential friction before it becomes a complaint.
This template covers the full range of pre-arrival preferences: room type and bed configuration, floor level, amenity requests like extra pillows or a crib, accessibility accommodations, and whether the guest is celebrating something special. Capturing the celebration field alone gives your team the chance to arrange a room drop or personalized note at no extra cost — a gesture that guests consistently cite in five-star reviews.
formformform makes it easy to send this form as a link inside your booking confirmation email or embed it directly in your pre-arrival page. Every submission arrives in your inbox instantly, so your housekeeping and front desk teams can act with lead time. No integrations required, no tech setup — just a link and the information you need to deliver a stay that feels genuinely personal.
Collects pillow firmness, minibar preferences, and room fragrance choices for a curated boutique experience.
Captures bed configuration, balcony preference, and proximity to pool or beach for resort room assignment.
Gathers kitchen supply needs, housekeeping frequency, and workspace setup for guests staying a week or more.
Records dietary restrictions for in-room welcome amenities, pillow menu choices, and preferred room temperature.
Collects couple preferences for room décor, champagne brand, and flower type for anniversary or wedding night stays.
Asks about desk setup needs, early check-in requirements, and preferred floor level for frequent business guests.
Captures number of children, ages, crib or rollaway bed needs, and childproofing requests for family bookings.
Documents specific mobility device dimensions, grab bar placement, and shower chair requirements for guests with disabilities.
Collects tee time preferences, club storage needs, and room location relative to the pro shop or clubhouse.
Gathers aromatherapy scent preferences, meditation mat requests, and sleep schedule details for wellness-focused properties.
Asks about breakfast dietary restrictions, preferred wake-up time, and room ambiance preferences for intimate B&B stays.
Captures early check-in needs, meeting schedule, and room location relative to conference facilities for event attendees.
Records pet type, size, sleeping arrangement preferences, and any special pet amenity requests for pet-friendly rooms.
Collects room temperature, minibar brand preferences, and view preferences for high-value casino hotel guests.
Click 'Use this template' to open the form editor with all preference fields pre-built.
Add your property name to the form title and customize the intro paragraph with your check-in time and contact details.
Adjust the room type and amenity options to match exactly what your property offers.
Set up an email notification so your front desk or guest services team receives each submission immediately.
Copy the form link and paste it into your pre-arrival email template or embed it on your guest portal page.
Test the form by submitting a sample response and confirming your team receives the notification with full details.
trigger the form link 5–7 days before check-in, when guests are planning their trip but still have time to submit.
always ask for the confirmation number so your team can match the preferences to the booking without hunting through emails.
don't hide accessibility needs at the bottom. Guests with mobility or hearing needs should see those options prominently so they feel welcome to ask.
even a simple 'Celebrating something?' question lets you delight guests with a personal touch that costs very little but earns outsized loyalty.
preferences are only useful if your team sees them in advance. Route the notification email directly to the person who sets up rooms, not a general inbox that gets checked once a day.
when the front desk agent greets the guest by name and confirms their preferences were noted, it signals attentiveness and builds instant trust.
formformform doesn't integrate directly with PMS software, but you can receive submissions by email and manually update your system, or use Zapier to push data from form submissions into other tools.
You share it however works best for your property — paste the link into your confirmation or pre-arrival email, add a button to your guest portal, or post it as a QR code at check-in. The form lives on a shareable URL that works on any device.
Yes. Every dropdown, checkbox, and radio option is fully editable. Replace the default options with your actual room categories and available amenities in the form editor.
Yes. All formformform forms are responsive and work smoothly on phones and tablets, which matters since many guests will open a pre-arrival email on their phone.
Yes. The reservation number field is set as required by default in this template, so guests can't submit without filling it in.
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Capture dream-trip details from prospective travelers seeking a quote.
Understand what customers love — and what needs fixing.
Free forever. No credit card required. Customize everything.
Use this template