Incident Report Format For Guest – Hotels | Front Office

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Sample Guest Incident Report Format – Hotel | Front Office

An incident report is a crucial document used to record details of any unexpected event or occurrence at a hotel. It helps in documenting facts, describing the incident, and outlining the actions taken to address the situation. Here’s a basic incident report format tailored for hotel use:

Incident Report Format


Date reported:…………………. Sl No.:………………..

Time reported:…………………..

Place and Location:………………………

Reported By:…………………………………


Guest’s Details / Information:

1. Last Name:………………………….. First Name:..………………………

2. Nationality / Country:………………………………………………………..

3. Passport No.:……………………….. ID Proof:……………………………

4. Date and Place of birth:…………………../……………………………….

5. Company / Agent / Booker Name:……………………………………….

6. Tel.:…………………………………. Mobile:………………………………..

7. E-mail:………………………………………………………………………….. 

8. Reservation No:……………………. Room No:…………………………..

9. Booking Source/Type:……………………………………………………….

10. Arrival date:………………………… Departure date:……………………


Details About the Incident:


Action Taken:


Staff Reported Signature:……………………………..

MOD Signature:………………………………………….

General Manager Signature:……………………………

Remarks By GM / RM:

Download Word Format of Incident Report -> 


[Hotel Name] Incident Report

Date and Time of Incident: [Date: ____________] [Time: ____________]

Incident Details:

1. Incident Description: Briefly describe the incident, including what happened, where, and any individuals involved.

2. Location: Specify the exact location within the hotel where the incident occurred.

3. Witnesses: List names and contact information for any witnesses present during the incident.

4. Guests/Individuals Involved: Provide details of guests or individuals involved, including names, room numbers, and any relevant identification.

5. Nature of Incident: Specify the type of incident (e.g., accident, injury, theft, disturbance, etc.).

6. Severity Level: Mild / Moderate / Severe

Immediate Actions Taken:

7. First Aid Provided: Detail any immediate first aid or medical assistance provided.

8. Notification: Specify who was notified about the incident, including management, security, or local authorities.

9. Security Measures: Describe any security measures implemented in response to the incident.

10. Statements: Include statements from witnesses, guests, or individuals involved. Attach additional sheets if needed.

Follow-Up Actions:

11. Police Report Filed: Yes / No

12. Medical Assistance Required: Yes / No

13. Corrective Actions: Outline any corrective actions taken or planned to prevent a similar incident in the future.

14. Additional Notes: Include any additional information that may be relevant to the incident.

Reporting Staff Information:

15. Staff Member Reporting: Name: Position: Contact Information:

16. Supervisor/Manager on Duty: Name: Position: Contact Information:


Ensure that all relevant details are captured in the incident report, and it is completed as soon as possible after the incident occurs. This format can be adapted based on the specific needs and procedures of the hotel.


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