After working in the hotel industry for over 15 years, I can tell you that it’s a very fast-paced business where desk clerks encounter people coming and going at all hours.
And hotel guests rent rooms for a variety of reasons under many different circumstances. Some folks may be visiting relatives, while others may live in the area and need a room because their home lost electricity.
In this article, we will explore the variety of ways a person can check into a hotel.
There are situations where people may wish for someone else to check into their hotel room for them.
Often, this isn’t a big issue, as many guests may rent more than one room under one name. However, checking in a single room for someone else can be tricky.
I would say that a large part of checking in for another person depends on how much information was conveyed to the hotel ahead of time so they can document any special circumstances.
For example, if a guest calls the hotel directly to make a reservation, they can ensure that someone else will be checking in for them using either the same or a different credit card.
Can Someone Else Check Into A Hotel For You?
If the situation is explained adequately in advance, there shouldn’t be a problem with someone else checking into a hotel for you. However, nearly every hotel is independently operated and may have different policies. It’s always best to call and communicate your needs before assuming they will accommodate you.
Reasons a Hotel Might Say “No”
There are also several reasons a hotel may consider declining a request for another person to check in for a guest. Here are just a few.
One of the biggest reasons a hotel might decline to allow another person to check in for someone else deals with the issue of potential fraud.
Hotels are always on guard against situations that might result in chargebacks.
For example, if a person were to check in for someone else, and it turns out the person whose name the room is under had no knowledge of the reservation, things can get a bit messy.
Often, this type of situation can lead to litigation, which is why a hotel will refund the disputed charges in most cases.
There may be times when a hotel clerk suspects underaged individuals are trying to rent a room under someone else’s identity.
Often if a person under 18 (or in some cases 21) is trying to check-in for someone over 21, the decision is usually up to the clerk or front desk supervisor’s discretion.
Location and Prior Experience
There are certain areas, such as small rural communities, where a hotel clerk wouldn’t think twice about allowing someone else to check in for a different person.
Then again, in other locales such as big cities and tourist destinations, the clerks may be a bit more suspicious.
The reason they might scrutinize the reservation often has to do with prior experiences in which the hotel was burned due to fraudulent activities.
Hotels that serve more people each year will have a higher chance of encountering those types of situations.
How to Request Allowing A Different Person to Check-in For You
The surest way to ensure that you can make arrangements to have someone else check-in for you is to call the hotel and speak with a manager or supervisor.
Speaking with the General Manager will likely save you many headaches, especially if the hotel has several different managers.
While getting in touch with a General Manager can be next to impossible for very big or busy properties, you are almost guaranteed to have no problems checking in if you can pull it off.
However, if you’re unable to speak with the GM, a supervisor should work just fine. Make sure you fully explain the situation.
For example, you might tell them that you will be stuck at a conference and would like to have an associate (who may already be checked into the hotel) check in for you since you’ll arrive late.
Double-Check the Documentation on Your Reservation
No matter who you speak with at a hotel, always call back during a different shift to check and make certain details about your request were documented properly on your reservation.
I can tell you that not every supervisor or GM documents requests, as well as they should, which often leads to confusion during check-in.
To avoid this issue, make sure you call back and speak to a clerk who can pull up your account and verify special instructions.
Once again, never assume your request is taken care of the first time you call. Always double-check.
Document Names and Times
Another tip is to document the name or names of the person or persons you spoke with about your request. It’s also a good idea to note the time you spoke with them as well.
Frequently Asked Questions Related to Someone Else Checking Into A Hotel For You
Does the person checking in for you need identification?
The answer to this question once again depends on the hotel. Many hotels don’t bother asking for identification, while others always ask. It’s best to assume they will ask and make sure the person checking in for you has some form of identification.
Can A Minor Check-In For An Adult?
Minors checking in for adults can be a tricky situation for hotels. It’s best to make the hotel’s staff feel more at ease by calling ahead and speaking to a manager or supervisor about your unique circumstances. Often, they will be very understanding and do their best to accommodate your needs. Setting up a specific time can also help, as it may provide the hotel an opportunity to have a manager or supervisor on hand to check the minor in.
What if they refuse to allow them to check-in despite special instructions?
Unfortunately, not all hotel staff members are on the same page, and there could still be issues despite your careful precautions. In this case, it’s best to have the General Manager or Assistant General Managers’ number handy to sort things out.
Please keep in mind that a hotel is under no obligation to honor a request to allow other people to check-in for a guest. It’s always best to ask a hotel manager or supervisor with honesty and politeness when making such a big request.
Hey guys! It’s me, Marcel. I am the proud owner of carry-on-baggage.com. I am dealing with hand luggage related issues on a daily basis and I own several websites in this niche. Travelling is one of my biggest passions in life and I, therefore, happen to know a thing or two about hand luggage. I hope you all have a safe trip! Take care and thanks for the support. I really appreciate it.