Form templates / Restaurants & Hospitality
Vacation Rental Booking Form
A vacation rental booking form has to establish who's actually staying and why. A family of four and eight adults on a stag weekend are the same headcount and very different bookings.
For restaurants, cafés, bars, hotels and hospitality teams.
Ask what the trip is for, and mean it kindly
Almost every serious problem in short-let hosting comes down to one thing: a party. Not a family holiday that got noisy - a booking made for a group event that was never disclosed, because the form didn't ask.
So this template asks the purpose of the trip directly, alongside the age spread of the party. It's not gatekeeping - most groups answer honestly, and the ones who won't have told you something. It also makes the house rules an explicit acknowledgement rather than a link nobody opened.
Requests you can actually schedule
A name and "sometime next week" isn't a booking. What you need is when they can come, what they want, and how to reach them if the slot moves.
This template asks all three, so the diary entry is a copy-and-paste rather than a conversation.
Bookings and enquiries while the phone is unanswerable
Service is exactly when you can't take a call, and exactly when people decide where to eat. A form takes the request with the date, the covers and the dietary needs while your hands are full.
For private hire and functions it matters even more: those enquiries need a dozen details, and the guest would far rather type them than be quizzed.
Give them options, not a blank box
Open questions get vague answers. Offering the services and the times you actually have makes the request usable, and quietly steers people towards the slots you want to fill.
Edit it like a document, publish like a link
Add questions, remove questions, change the order and the wording, set your accent colour. When you save, the form is live at its own address - share it by link, QR code or a button on your site, and read the answers in your dashboard.
What this template asks
- Your name
- Email address
- Phone number
- Home address
- Arrival date
- Departure date
- Are the dates flexible?
- Expected arrival time
- How many adults?
- How many children?
- Children's ages
- Who's coming?
- What's the trip for?
- Any pets?
- Tell us about them
- Do you need any of these?
- Would you like local recommendations?
- I understand parties and events are not permitted
- Nobody in the party will smoke or vape indoors
- We'll respect quiet hours after 10pm
- The number of guests above is accurate and won't increase without asking
More Restaurants & Hospitality forms
Questions
Is it fair to ask about the purpose of a trip?
Yes, and hosts who ask have far fewer problems. Frame it as helping you prepare the property - and be prepared to say no to bookings your neighbours would object to.
Should I take a security deposit?
Many hosts do, and the form is where you state it. Whether you can depends on your platform and local rules - check both before adding it.
Does this book the slot automatically?
No - it collects a request, and you confirm it. That's deliberate: real diaries have exceptions, and a form that promises a slot you can't honour costs more than one that asks.
Can I limit the options people can pick?
Yes. The service and time-of-day lists are yours to edit, so people can only choose from what you actually offer. You can also close the form when you're full.
Will I know straight away?
Yes, if you want to be. Turn on live notifications and every request is emailed to you the moment it arrives; otherwise collect them and read them in your dashboard.
Does this replace a booking system?
No - it collects requests you confirm, which suits private hire, functions and smaller rooms. If you need live table availability, keep your booking system and use forms for the enquiries it handles badly.
Publish your vacation rental booking form today
Start from this template and change anything you like. Free to begin.