How to Navigate Different CC Authorization Form Formats for Hotels? [Marriott, Hilton, and IHG]

Managing hotel bookings across significant chains like Marriott, Hilton, and IHG can be frustrating. Each brand has its own credit card authorization form format. If your company frequently books business travel, you’ve probably faced delays, declined payments, or extra steps to get your travelers checked in smoothly.

So, how do you ensure seamless hotel payments without endless back-and-forth? Are there any universal best practices to simplify the process? And more importantly, how can you safeguard against potential fraud while meeting each hotel’s requirements?

This guide breaks down the key differences in authorization forms, highlights common pitfalls, and offers practical solutions to streamline payments across multiple hotel brands. With the right approach, you can prevent last-minute disruptions and make hotel check-ins hassle-free for your travelers.

Download Different Online Credit Card Authorization Form Templates For 3 Hotel Chains

Each hotel chain has its approach to cc authorization forms, typically falling into one of the following categories:

1. Marriott Credit Card Authorization Forms

Marriott properties vary widely in their credit card authorization process. Some locations accept online submissions, while others require forms to be emailed or faxed. The differences can arise due to franchise ownership, local regulations, or internal fraud prevention measures.

• Online Process: Some Marriott hotels allow secure submission through a dedicated online portal, reducing manual processing time.
• Offline Process: Others require guests to fill out a PDF form and send it via email or fax. Some hotels may ask for additional verification, such as a copy of the cardholder’s ID. This is to ensure large crews in Construction, Media, Events, or any other domains can stay at the hotel even though the reservation is confirmed by someone else on their team.
• Key Differences Between Properties: The format and requirements of the authorization form may differ even within Marriott’s portfolio. For example, a Ritz-Carlton property may have different fields than a Courtyard by Marriott. However, connecting with the respective property is recommended to validate their most acceptable format. For instance, unlike other chains, Marriott may sometimes request you NOT to share a photocopy of the card details.
  
  

2. Hilton Credit Card Authorization Forms

Hilton also operates with varied credit card authorization procedures across its properties. The authorization form must typically be completed and returned before check-in, but the method varies by hotel.

• Online Authorization: Some Hilton properties provide an online authorization link where guests or corporate bookers can enter payment details securely.
• PDF Submission: Other locations require a traditional PDF form to be signed and emailed.
• Variation in Accepted Cards: Some Hilton hotels may restrict credit card use for third-party payments. Additionally, they insist on receiving the completed form at least 5 business days before the check-in. Further, they may not define the various types of incidentals that can be included. So be sure to review your guests’ policy for meals, parking, and other inclusions and mention those instructions to the hotel before check-in.
  
  

3. IHG Credit Card Authorization Forms

IHG hotels, including Holiday Inn, InterContinental, and Crowne Plaza, also maintain a mix of online and offline authorization processes.

• Online Forms: Select properties provide a secure web portal for credit card authorization.
• Email or Fax Submission: Many IHG hotels still rely on paper-based processes, requiring cardholders to complete and submit a form manually.
• Additional Verification: Some properties request additional documents, such as an ID or a copy of the front and back of the credit card, to prevent fraud. IHG explicitly requests that you call the property if the check-in date is within the next 3 days.
  
  

Challenges with Different Online Credit Card Authorization Form Processes

Since each hotel chain—and sometimes individual hotels—use different formats and processes, corporate bookers often face the following challenges:

• Time-Consuming Process to Call Each Property: Since hotel procedures vary, you may need to call each property for every reservation, especially last-minute bookings. Internal policies can change frequently, leading to inconsistent responses. Be sure to account for these additional steps in your reservation process.
• Impacting Your Traveler’s Check-in Experience: Even if you provide clear instructions, varying processes at different hotels can lead to misinterpretations. This increases the risk of delays at the check-in counter, creating a frustrating experience for your travelers.
• Risk of Rejected Payments: If the form is incomplete or not received in time, hotels may refuse to process the payment, leading to last-minute payment issues.
• Security Concerns: Emailing or faxing credit card information is less secure than encrypted online portals, raising potential data security risks.

5 Best Practices for Managing Hotel Credit Card Authorizations

To streamline the process and minimize payment-related issues, consider the following best practices:

1. Verify the Hotel’s Specific Requirements in Advance

Before booking, confirm with the hotel which method they use for credit card authorization. This can save time and prevent last-minute issues.  After booking, reach the hotel over call and email to confirm their credit card authorization process. Be sure to get this on email to ensure no added wait time for your travelers during check-in.

2. Request Confirmation from the Hotel

After submitting the authorization form, always ask the hotel for confirmation that it has been received and processed correctly.

3. Keep a Backup Payment Method Ready

Given the variability in acceptance, it’s always a good idea to have an alternative payment method if the authorization form is not processed in time.

4. Educate Travelers and Bookers on Compliance

Train employees who handle hotel bookings on different credit card authorization processes to ensure they follow the correct procedures for each brand. Educate your travelers about potential queries that might come their way in case a hotel requires longer than usual during check-in. Keeping travelers updated and allowing them to reach out to you can help resolve queries faster.

5. Consider Getting a Centralized Payment Service

A centralized payment service streamlines the process by consolidating all hotel expenses into a single, automated system. This eliminates the need for employees to use personal cards, reduces reimbursement delays, and prevents unauthorized charges. Additionally, features like virtual cards or direct billing enhance security, improve cost control, and ensure a seamless check-in experience for travelers.

How a Centralized Payment Service Can Make Hotel Payments Simpler?

A centralized payment service can help you, your travelers, and the hotel partners process hotel payments efficiently and simply. Some advantages include eliminating the hassle of a credit card authorization form process, which also means not having to call every property to confirm payments. 

Here are all the inclusions of a centralized payments service:

1. Create One-Time Use Cards: Virtual Credit Cards (VCCs) are a more secure way to pay for hotels as they provide closer tracking. You can secure payments to be made to a specific hotel and ensure they don’t charge beyond the instructions shared.
2. Instant Issuance and Authorization: Since VCCs are issued digitally, they can be updated to your reservation seamlessly, giving the hotel team notes on how to charge the card. This can eliminate the need for manual form submissions.
3. Enhanced Security: Sensitive credit card information remains protected, reducing the likelihood of fraud and chargebacks.
4. Seamless Check-Ins: Travelers can arrive at their hotel without worrying about whether their credit card authorization has been processed, leading to a smoother experience.
5. Easier Reconciliation: As cards are created for specific bookings, matching card statements with your transactions becomes a breeze!

Use itilite to Manage Hotel Payments

Tired of dealing with Marriott, Hilton, and IHG’s confusing online credit card authorization forms? 

itilite makes hotel payments effortless through our Hotel Payments service. No more manual credit card authorizations, no calling each property, no fraud.

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