How to Write
Step 1 – The Hyatt Credit Card Authorization Form may be downloaded by clicking on one of the buttons on the right-hand side (“PDF,” “ODT,” or “Word”). Different file types of the same form have been provided for your convenience. You may download the version you prefer or all of them at your discretion.
Step 2 – Make the Reservation with the Hyatt you or your guest will be staying at. This should be done over the phone so that a clear line of communication is established. You will need a Reservation Confirmation Number and the Fax Number where that property will be able to receive this form. You may enter the Fax Number directly at the bottom of the form. For our purposes download the PDF form.
Step 3 – If you are using a form friendly browser or PDF program you may select the Hyatt you are making a reservation with from the drop-down list labeled “Hotel.”
Step 4 – In the text box labeled “Individual/Business/Group or Event Name,” enter the Individual or Group Name that will Check In to the hotel with this Reservation Confirmation Number. If this will be associated with an event (i.e. Trade Show) then, enter the Name of the Event after the Name of the Individual, Business, or Group holding this Reservation.
Step 5 – In the text box labeled “Reservation Confirmation Number,” enter the Reservation Confirmation Number you have received over the Telephone while you were making the Reservation.
Step 6 – You must report the Date the Guest or Guests will Check In to the hotel using this Reservation Number in the text box labeled “Arrival or Event Date(s).”
Step 7 – Locate the Billing Address on your Credit Card Statement, then enter this Address exactly as it appears in the box labeled “Credit Card Billing Address.” This should be the portion of the Address that contains the Building Number, Street, and Suite or Unit Number. In the box below this, report the City, State, Zip Code, and Country of this Billing Address.
Step 8 – In the text box labeled “Contact Phone Number,” report the Phone Number of the individual the hotel may contact regarding this Reservation.
Step 9 – In the box labeled “Contact Email Address,” report the Email Address the hotel may use to contact an individual regarding this Reservation.
Step 10 – It is necessary to indicate what you will be paying for under the statement “I hereby authorize the following charges to be applied…” There will be a few columns of checkboxes. Each one that you mark will indicate to the hotel that you may be charged for this item while the guests are staying under this Reservation. The checkboxes are: “Room & Tax,” “City Tax,” “Gift Certificate,” “All Stay Charges,” “Food & Beverage,” “Only Specific Incidentals,” “All Banquet Charges,”
“Guest Amenity,” “All Incidentals,” “Resort Services Fee,” “Parking,” and “Other – see comments.” If you have chosen “Only Specific Incidentals,” “Gift Certificate,” or “Other” then, you must provide a further definition to these choices in the text box labeled “Comments.”
Step 11 – In the box next to the statement “I hereby authorize the following amount…,” report the price quoted to you over the phone for the Reservation.
Step 12 – In the box labeled “Comments,” enter any additional definitions from the previous section or any additional Comments you may have regarding this Reservation.
Step 13 – In the bottom half of the page, report the Credit Card Number the hotel may charge for the Reservation. Next to this, report the Card Holder’s Name in the space provided.
Step 14 – In the box labeled “Expiration Date,” report the Date the Credit Card will expire. Typically, this Date is reported on the face of the Credit Card.
Step 15 – In the box labeled “Cardholder Phone #,” report the Telephone Number the hotel may use to contact the Card Holder personally.
Step 16 – The Card Holder must Sign his or her Name on the blank line labeled “Signature of Card Holder.” The Current Date should be auto filled in the filed next to the Signature line, but if it is not, you may type it in before printing.
Step 17 – Mark the checkbox next to the statement “By submitting this form…”
Step 18 – If you have not reported the Fax Number you are sending this form to, you must do so in the box labeled “Hotel Fax #.”
Step 19 – Fax this form and any additional required paperwork requested during your phone call to the Hotel Fax Number. It would be considered wise, to wait a few minutes then call the hotel you are faxing to verify its receipt of this document.