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Hotel Receipt Template

A hotel receipt, or folio, itemises a stay: the guest and room, check-in and check-out dates, the nightly rate for each night, city and occupancy taxes, and any extras charged to the room. Business travellers need the itemised version because expense policies treat room, tax and incidentals differently. You can make one free below.

Hotel receipt and folio template itemising each night at its own rate, city tax, resort fee and incidentals charged to the room.
Each night at its own rate, because a flat average will not reconcile.

The booking confirmation is not the receipt. It shows what a stay was expected to cost before anyone opened the minibar or parked a car overnight, which is why accounts teams send it back.

What goes on a hotel receipt

  • Hotel name, address and tax registration number
  • Guest name, company name if the booking was corporate
  • Room number, room type and number of guests
  • Check-in and check-out dates, and the number of nights
  • Nightly rate for each night, since rates often vary across a stay
  • Room subtotal
  • City, tourist, occupancy and resort fees, each on its own line
  • Incidentals itemised by date: breakfast, parking, laundry, minibar, room service, wifi
  • Deposit or pre-authorisation taken, and whether it was released
  • Total, payment method, and folio or confirmation number

Three nights, itemised

Three nights, 12 to 15 September, room 418. Rates $164, $164 and $189 because the last night fell on a Friday, room subtotal $517. City tax at 5 percent, $25.85. Resort fee $22 per night, $66. Breakfast on two mornings at $19, $38. Overnight parking $28 per night, $84. Total $730.85, paid by card ending 7702, folio 118442.

Varying the nightly rate by night matters. A flat average across the stay will not reconcile against a corporate rate agreement, and that mismatch gets claims queried.

Why the itemised folio gets accepted

Most expense policies split a hotel bill into parts they treat separately. Room and tax are almost always reimbursed. Breakfast may be reimbursed or may count against a daily meal allowance. Minibar and pay per view are commonly excluded outright. A single total makes it impossible to apply any of that, so the claim comes back. If a guest asks for a copy after check-out, reissue the folio with the original stay dates rather than the date you printed it.

Reissue a folio

Set out each night at its own rate in the receipt generator, add the taxes and the incidentals, then send the guest a PDF.

Related receipt templates

Frequently asked questions

What is a hotel folio?

The folio is the itemised account of a stay: room charges by night, taxes, and every extra posted to the room. It is the document expense teams ask for, as opposed to the booking confirmation, which only shows what was expected before check-in.

Should resort fees be listed separately from the room rate?

Yes. Resort and facility fees are often treated differently from room cost in expense policies, and in some jurisdictions they are taxed differently too. Folding them into the nightly rate makes the bill impossible to check.

Can I get a hotel receipt after checking out?

Yes. Hotels routinely reissue a folio on request. It should carry the original stay dates and the amounts actually charged, not the date the copy was produced.