In this article · 6 sections
Proper guest ID verification protects your property during police checks, insurance claims and disputes. It also builds guest trust. Poor records, like an unreadable phone photo or a missing name, are a common problem in small hotels.
Which IDs to accept
For Indian guests, common government photo IDs:
- Aadhaar (accept a masked copy where possible)
- Passport
- Driving licence
- Voter ID
For foreign nationals: passport and visa, plus Form C reporting. See Form C for foreign guests.
Collect ID from every adult in the room, not only the person who booked.
The guest register
Keep a register, on paper or in your PMS, with:
- Names, address, phone number
- ID type and number (last digits are often enough for display)
- Check-in and check-out time, room number
- Purpose of visit and vehicle number if parked
Many districts issue local orders asking hotels to share guest data with police or keep CCTV. Ask your local police station what applies to you.
Process at the front desk
- Match the face to the ID photo
- Check the name matches the booking (OTA bookings sometimes use another person's name)
- Scan or photograph the ID on the hotel's device, not a staff member's personal phone
- Enter details in the register before handing over keys
A clear front desk checklist makes this consistent across shifts.
Privacy matters
ID copies are personal data. Under India's data protection law, collect only what you need, store it securely and delete it after your retention period. Don't forward IDs on WhatsApp groups.
Couples and local guests
Unmarried adult couples with valid IDs are not barred by law from staying in hotels. However, your property policy must be clear and shown before booking. Some hotels don't accept local-city IDs. If that's your policy, say so on OTAs and your website to avoid disputes.
FAQs
Can I refuse a guest without ID?
Yes. Without valid ID you should not check them in.
Can a guest send ID later?
No. Verify it at check-in.
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