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The Best Western Card Authorization form plays a key role in the reservation process for guests seeking a stay at one of their properties. This essential document captures vital information, starting with the guest's name and confirming their arrival and departure dates. It ensures the hotel knows the amount to be charged and the confirmation number for tracking purposes. Critical to the authorization process, the cardholder must provide payment details, including the type of credit card, card number, expiration date, and the cardholder’s name along with their billing address. The form also emphasizes the hotel's policies, stating that the cardholder is financially responsible for all charges incurred by their guest. Notably, it allows for two options: “All Charges” or “Room & Tax Only,” clarifying what the card will cover. To finalize the authorization, the hotel mandates a photocopy of the credit card and identification from the cardholder, ensuring verification before use. It’s important to keep accuracy in mind, as any discrepancies could lead to the cancellation of reservations. Overall, the Best Western Card Authorization form serves as a clear guideline to protect both the hotel and its guests while providing necessary assurances during the booking process.
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: ____________
File Breakdown
| Fact Name | Fact Detail |
|---|---|
| Form Purpose | This form is used to authorize charges to a credit card for hotel stays, ensuring financial responsibility for all incurred fees. |
| Guest Information | Guests must provide their name, arrival and departure dates, and confirmation number, which are necessary for reservation accuracy. |
| Payment Methods | Cardholders can select from major credit card types, including American Express, Discover, MasterCard, or Visa. |
| Financial Responsibility | The hotel requires the guest to provide either a personal credit card or a cash deposit upon check-in to cover incidental expenses. |
| Charges Information | By selecting "All Charges," the credit card will be charged for the entire stay, including taxes and incidentals. |
| Incidentals Authorization | An additional amount may be authorized for incidentals or other charges, ensuring proper billing for all services rendered. |
| Required Documents | A photocopy of the credit card and the cardholder's state-issued identification must accompany the form for approval. |
| Accuracy of Information | The hotel requires that all information provided on the form be accurate for verification. Errors may lead to denial of the authorization. |
| Denial of Form | The hotel reserves the right to deny the authorization form. This denial can happen if verification fails or cannot be completed. |
| Reservation Validity | This form is only valid for the specified reservation dates and guests listed; new forms are necessary for additional bookings. |
Guide to Using Best Western Card Authorization
After gathering the necessary information, you can begin completing the Best Western Card Authorization form. Make sure every section is filled out accurately. Incomplete forms may cause delays in guaranteeing the hotel reservations.
- Fill in the “Transaction Information” section with details provided by the hotel, including:
- Guest Name
- Property Name
- Arrival Date
- Departure Date
- Amount to be charged
- Confirmation Number
- Property Phone Number
- Property Fax Number
- Property Email Address
- In the “Payment & Verification Details” section, select the type of card using the provided checkboxes: American Express, Discover, MasterCard, or Visa.
- Enter the Credit Card Number, making sure to include all digits.
- Fill in the Expiration Date of the credit card.
- Complete the Cardholder’s Name as it appears on the card.
- If applicable, provide the Company Name associated with the credit card.
- Provide the Cardholder’s Billing Address, including the City, State, and Zip Code.
- Enter the Cardholder’s Telephone, Fax, and Email information.
- Read the authorization note carefully. Then, sign and date the form in the appropriate fields.
- Select one of the payment options: “All Charges” or “Room & Tax Only,” to indicate how charges will be processed.
- Gather a photocopy of the credit card and the cardholder’s state-issued ID.
- Return the completed form and required documents via fax or email to the property listed at the top of the form.
Get Answers on Best Western Card Authorization
- Guest name
- Property name
- Arrival and departure dates
- Amount to be charged
- Confirmation number
- Cardholder's name and billing address
- Credit card number and expiration date
- Signature of the cardholder
- All Charges - This option allows the hotel to charge your credit card for the entire stay, including taxes and any incidental charges.
- Room & Tax Only - In this case, the guest must provide another form of payment for incidentals. If the guest fails to present a valid payment method at check-in, they will not be allowed to check in until a secondary payment is presented.
What is the Best Western Card Authorization form?
The Best Western Card Authorization form is a document used to authorize charges to a credit card for hotel reservations. It ensures that the hotel has the necessary approval from the cardholder for any payments related to the guest's stay.
Who needs to fill out the form?
The form must be filled out by the cardholder who is authorizing the use of their credit card for a guest's stay at a Best Western property. This includes all required payment information and acknowledgment of hotel policies.
What information is required on the form?
The following information is necessary for the form:
Can I authorize charges for multiple guests with one form?
No, the authorization form is only valid for the reservation dates and guests specifically listed on the form. If there are additional reservations or extensions needed, a new form must be completed for each.
What happens if the hotel cannot verify the information provided?
The hotel reserves the right to deny the authorization if they cannot reach the cardholder or confirm the details provided. In such cases, associated reservations may be canceled without prior notice.
What are the options for selecting charges on the form?
You can select between two options:
Are there any additional documents required?
Yes, the hotel requires a photocopy of the credit card being used and the cardholder's state-issued identification. These documents must accompany the completed authorization form for approval.
How do I submit the Card Authorization form?
The completed form should be sent via fax or email to the property listed at the top of the form. Ensure all sections are filled to avoid any delays in processing your guest's reservations.
Is the form valid for future dates once submitted?
No, the authorization form is only valid for the specific reservation dates and guests mentioned. A new submission will be required for any future reservations or extensions.
What should I do if I change my mind after submitting the form?
If plans change and you need to cancel or modify the authorization, it's important to contact the hotel directly as soon as possible. They can provide guidance on how to proceed based on their policies.
Common mistakes
Filling out the Best Western Card Authorization form can be straightforward, but individuals often overlook important details. One common mistake is failing to provide a complete guest name. When the name on the form doesn’t match the reservation, it raises red flags during verification. Always double-check the name before submitting.
Another frequent error arises in the payment section. Many people forget to specify the correct card type. Whether it’s American Express, Discover, MasterCard, or Visa, selecting the right option is critical. A simple oversight here can lead to processing delays or even denial of the authorization.
Inaccurate credit card information is another substantial concern. Guests sometimes jot down an incorrect credit card number or expiration date. Such inaccuracies can prevent the hotel from charging the account properly. Take the extra moment to verify that this information is not just written correctly but also clearly legible.
Moreover, some individuals do not complete the authorization note. This statement confirms the cardholder’s understanding of potential additional charges. Neglecting this step may lead to misunderstandings or complications when additional fees arise, creating a situation where the hotel could cancel the reservation.
The billing address also deserves special attention. If the cardholder's billing address is incomplete or inaccurate, the hotel may not successfully verify the card details. This mistake can trigger a denial of the credit card authorization, complicating check-in for the guest.
Another crucial aspect involves the additional documents required. Failure to include a photocopy of the credit card and state-issued identification can result in delays or outright denial of the authorization form. It’s essential to ensure that these documents accompany the form upon submission.
Finally, many overlook the importance of returning the form promptly. Delays in submission can jeopardize reservations. Once the form is filled out, it should be faxed or emailed immediately to avoid complications that could affect the guest's check-in process.
Documents used along the form
In the context of hotel reservations, several documents often accompany the Best Western Card Authorization form. Each plays a vital role in ensuring a smooth and secure transaction process, protecting both the hotel and the guest. Below is a list of commonly used forms and documents.
- Guest Registration Form: This document collects essential information from the guest, including their personal details and contact information. It serves to establish the identity of the person checking in and ensures accurate records are maintained at the hotel.
- Credit Card Copy: A photocopy of the credit card used for the authorization. This serves as part of the verification process to confirm that the cardholder is indeed the individual making the reservation.
- ID Verification: Typically, a government-issued photo ID is required to validate the identity of the credit cardholder. This step helps prevent fraudulent transactions and ensures the information matches the credit card details.
- Check-in Policy Acknowledgment: A document where the guest acknowledges they understand and agree with the hotel’s check-in policies, including deposit requirements and payment responsibilities.
- Incidentals Authorization Form: This form outlines the guest's consent for the hotel to authorize additional funds for potential incidental charges during their stay, such as room service or damage fees.
- Cancellation Policy Statement: A document that describes the hotel’s cancellation and refund policies. Guests sign this to confirm that they understand potential fees associated with cancellations.
- Privacy and Data Protection Agreement: This form informs guests how their personal information will be used, stored, and protected by the hotel, ensuring compliance with privacy regulations.
- Payment Receipt: After processing a payment, hotels typically provide a receipt detailing the charges. This document serves as confirmation of payment for both the guest and the hotel.
- Credit Card Authorization Decline Notice: If the authorization fails, hotels may issue a notice to inform the guest. This document outlines the reason for denial and instructions for next steps.
These documents, when properly executed, help create a transparent and efficient reservation process. Ensuring all necessary forms are completed minimizes the risk of misunderstandings and enhances overall guest satisfaction.
Similar forms
The Best Western Card Authorization form shares similarities with several other documents commonly used for payment authorization and reservations. Here are five examples:
- Hotel Credit Card Authorization Form: Like the Best Western form, this document allows guests to authorize the hotel to charge their credit card for upcoming stays and incidentals. Both forms require detailed guest and cardholder information to ensure accuracy.
- Event Registration Form: This form is used to collect payment information from attendees registering for events. Similar to the Card Authorization form, it may include details about charges, specific event dates, and provide acknowledgment of financial responsibility.
- Car Rental Agreement: This document authorizes the rental company to charge a credit card for vehicle rentals. It includes terms regarding any potential extra charges, much like the Best Western form outlines potential incidental costs during a hotel stay.
- Party Rental Agreement: Used in event planning, this agreement includes financial details and provides authorization for credit card payments. It functions similarly by confirming both parties' understanding of the costs involved and securing a payment method.
- Online Shopping Checkout Form: When completing an online purchase, customers provide credit card details and acknowledge any additional fees or shipping costs. Much like the Card Authorization form, this document ensures that users agree to the terms of transaction before proceeding.
Dos and Don'ts
When filling out the Best Western Card Authorization form, it is essential to ensure accuracy and completeness. Here are some key guidelines to follow:
- Do fill in all required fields completely. Missing information can delay the processing of your authorization.
- Do confirm that the credit card number and expiration date are correct to avoid any transaction issues.
- Do include a photocopy of the credit card and the cardholder’s state-issued ID. This documentation is often required for verification.
- Do select the appropriate payment option, whether “All Charges” or “Room & Tax Only,” based on your needs.
- Don’t use a card that is not in the name of the individual completing the form. This could lead to denial of the authorization.
- Don’t submit the form without checking for typos or errors. Inaccurate details can result in delays.
- Don’t forget to verify the hotel’s policy regarding additional charges and guest check-in requirements before submitting.
Misconceptions
Misconceptions about the Best Western Card Authorization form can lead to confusion regarding its use and implications. Here are ten common misunderstandings along with clarifications:
- Only the cardholder can fill out the form. While the cardholder must provide information, a hotel representative is responsible for completing the transaction details.
- The form is valid for multiple reservations. Each reservation requires a separate authorization form; it cannot be reused for additional bookings.
- Providing a credit card guarantees check-in. If a guest fails to present a personal credit card or cash deposit at check-in, they may be denied.
- Any payment method can be used. The hotel specifically requires a credit card or cash deposit for check-in; other payment options are not accepted at that time.
- The hotel can charge any amount without notification. Charges are limited to the amount specified on the authorization form, including incidentals that may arise during the stay.
- There are no additional documents required. A photocopy of the credit card and a state-issued ID of the cardholder must accompany this form for it to be processed.
- Information accuracy is optional. Inaccurate information can lead to denial of the authorization form. All details must be correct for verification.
- The hotel cannot deny a card authorization. The hotel reserves the right to decline the form based on various factors, including inability to verify information.
- Charges apply only for lodging. Acknowledging "All Charges" means that the card may also cover taxes and any additional fees incurred, not just room rates.
- This form is not time-sensitive. The authorization is only valid for the specific dates indicated and is not applicable beyond those dates.
Understanding these points can help in streamlining the reservation process and ensuring a smooth check-in experience.
Key takeaways
The Best Western Card Authorization form plays a crucial role in securing hotel reservations and ensuring that payment information is handled correctly. Here are key takeaways for users:
- Complete All Sections: Ensure that every section of the form is filled out accurately. Missing information can delay the reservation guarantee.
- Authorization Required: The cardholder must authorize charges for the entire stay, including potential incidentals. This requires careful consideration before selecting the payment option.
- Additional Documents: A photocopy of the credit card and the cardholder’s state-issued ID are mandatory. Submit these documents along with the authorization form for approval.
- Verification is Critical: The hotel has the right to deny approval if there are discrepancies or if they cannot verify information. This may result in cancellation of reservations without prior notice.