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Fill out the traveller registration form

Managing a tourist accommodation involves more than providing comfortable accommodation; It also carries a series of legal responsibilities that are essential to ensure safety and regulatory compliance. One of these responsibilities is to fill out and send the traveler's report, an obligation regulated by the Spanish Ministry of the Interior in ANNEX I of Royal Decree 933/2021.

What information must currently be collected according to the traveller registration form according to ANNEX I of RD 933/2021?

More information about the official traveller registration form in Annex I of RD 933/2021

Learn more about the traveler share model.

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

 What is the traveller registration form?

The traveller registration form is a mandatory document that must complete all tourist accommodation managers in Spain. This document includes the identification information of all guests that are housed in the property. The data collected includes full name, identity document, issuance date, nationality and date of entry and exit of the accommodation. Importance of travelers

• Security and Control : The travel report is essential to maintain a record of people staying in tourist establishments. This facilitates the work of security forces in case it is necessary to track or investigate the presence of individuals in a certain place and time.
• Legal Compliance : Failure to comply with this obligation may result in sanctions for the accommodation owner. The current regulations, specified in ANNEX I of RD 933/2021, clearly establish the obligations of vacation rental managers in relation to the registration of guests in authorities' inns .
• Protection of Guests and Property : Maintaining proper guest records also protects the owner and other guests. In emergency situations, having an up-to-date record can be vital to the safety and well-being of everyone present.

What information was previously collected in the traveller registration form?

According to the « Annex Order int/1922/2003 modified by order int/321/2021 «, the information that should appear in the entrance of travelers prior to RD 933/2021 :

• Reservation identifier.
• Contract date.
• Guest check-in and check-out date.
• Method of payment.
• Type of identity document, document number and document support number.
• Date of issue of the identity document or passport.
• Telephone 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 the RD 933/2021 adds new information, which must be provided by the traveler and collected by the tourist accommodation for communication to the authorities. The information provided in this annex is essential for the correct identification and registration of travelers through the new platform of the Ministry of Interior SES.HOSPEDAJES that are housed in lodging establishments in Spain, ensuring compliance with safety regulations and facilitating the work of the competent authorities in the control of the stay of foreigners.

Procedure to fill out the traveller registration form

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

2. Complete the documentation : Using the data collected, the traveler report must be filled out in accordance with the requirements specified in the regulations.

3. Sending the report : The traveler record must be sent to the competent authorities, generally through electronic means provided by the police or civil guard. This process can be facilitated through the use of software specialized in the management of tourist rentals.

4. Storage : A copy of the travelers report must be stored by the owner for at least three years, available for inspection by authorities if necessary.

Tips for effectively completing the traveller registration form

• Automation : Use digital tools such as Check-in Scan to automate the collection process, scanning passports or DNI, signing on screen, and sending the traveler report to the authorities.
• Training : Ensure all team members managing the accommodation are trained in proper regulations and procedures.
• Regular Review : Carry out periodic reviews of procedures and records to ensure that all current regulations are met and avoid fines in inspections.

Conclusions on the importance of the traveller registration form

In conclusion, filling out and sending the traveler's report for tourist rentals is not only a legal obligation , but a crucial practice to guarantee safety and order in tourist accommodations. Complying with these regulations helps protect both guests and owners , ensuring a safe and legally compliant environment. For more information and specific details on how to comply with this obligation, consult the complete regulations on the Ministry of the Interior website.