Updated traveller entry form template: Download the free template.

What is the Traveler Entry Form?

The traveler form is a mandatory document that all tourist accommodation managers in Spain must complete. This document collects identification information for all guests staying at the property. The data collected includes full name, ID document number, issue date, nationality, and check-in/check-out dates.

Importance of the Traveler Form

• Security and Control: The traveler form is essential for maintaining a record of individuals staying at tourist establishments. This facilitates the work of security forces when tracking or investigating the presence of individuals at a specific location and time.
• Legal Compliance: Failure to comply with this obligation can result in penalties for the accommodation owner. Current regulations, specified in ANNEX I of RD 933/2021, clearly establish the obligations of vacation rental managers regarding guest registration with authorities’ hospederías.
• Guest and Property Protection: Maintaining proper guest records also protects the owner and other guests. In emergencies, having up-to-date records can be vital for everyone’s safety and well-being.

Completing the Traveler Entry Form

Managing tourist accommodation involves more than providing comfortable lodging; it also entails legal responsibilities essential for ensuring safety and regulatory compliance. One such responsibility is completing and submitting the traveler form, an obligation regulated by Spain’s Ministry of the Interior in ANNEX I of Royal Decree 933/2021.

Is it mandatory for guests to provide their ID when completing the traveler form?

To ensure proper documentation, guests must provide the original ID, so yes, providing ID at a hotel is mandatory when completing the traveler form.

What information must be collected in the traveler entry form according to ANNEX I of RD 933/2021?

More information about the official Traveler Form model in Annex I of RD 933/2021

Get more information about the traveler form model.

Create the digital guest register and send it directly to SES.Hospedajes, the Mossos d'Esquadra or the Ertzaintza

Streamline the check-in process and digitise the recording of guest details at your accommodation.

Request more information

If you want to save time and money by doing it automatically, contact Check-in Scan here to digitize the entire process.

What information was previously collected in the Traveler Entry Form?

According to the “Annex to Order INT/1922/2003 as amended by Order INT/321/2021,” the information that had to appear in the traveler entry form prior to RD 933/2021:

• Reservation identifier.
• Contract date.
• Guest check-in and check-out dates.
• Payment method.
• ID document type, document number, and support number.
• ID or passport issue date.
• Phone or email.
• Traveler’s nationality.
• Traveler’s date of birth.
• Guest’s usual address, municipality, municipality code, and postal code.
• Relationship between staying guests.
• Traveler’s signature.

ANNEX I of RD 933/2021 adds new information that travelers must provide and tourist accommodations must collect for communication to authorities. The information in this Annex is essential for proper identification and registration of travelers through the Ministry of the Interior’s new platform SES.HOSPEDAJES for guests staying at Spanish accommodation establishments, ensuring compliance with security regulations and facilitating authorities’ oversight of foreign stays.

Procedure for completing the Traveler Entry Form

Data Collection: During check-in, guests must provide their identification information. This data must be collected accurately and securely.

Complete Documentation: Using the collected data, the traveler form must be filled out according to regulatory requirements.

Submit the Form: The traveler registration must be sent to the competent authorities, typically via electronic means provided by the police or civil guard. This process can be streamlined using specialized vacation rental management software.

Storage: A copy of the traveler form must be kept by the owner for at least three years, available for authority inspection if required.

Tips for effectively completing the Traveler Entry Form

• Automation: Use digital tools like Check-in Scan to automate data collection, passport/ID scanning, on-screen signature, and submission of the traveler form to authorities.
• Training: Ensure all team members managing the accommodation are trained in regulations and proper procedures.
• Regular Review: Conduct periodic reviews of procedures and records to ensure compliance with current regulations and avoid fines during inspections.

Conclusions on the importance of the Traveler Form

In conclusion, completing and submitting the traveler form for tourist rentals is not only a legal obligation but a crucial practice to ensure security and order in tourist accommodations. Compliance with this regulation helps protect both guests and owners, ensuring a safe and legally compliant environment. For more information and specific details on compliance, consult the complete regulations on the Ministry of the Interior’s website.