Are electronic signatures legally valid?

Yes. Electronic signatures are generally legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; validity depends on proving intent, consent, attribution, and retention.

Can a guest correct a submitted form?

Yes. If an error is discovered, have the guest submit a corrected update and sign it; retain both versions with notes. For material changes, re-authenticate the signer to prevent disputes.

When is notarization required?

Notarization is rarely required for routine guest updates but may be necessary for legal authorizations or durable powers of attorney; check state rules and the document's purpose before requiring a notary.

How should sensitive fields be protected?

Limit collection, use encryption in transit (TLS 1.2/1.3) and at rest (AES-256), and enforce access controls. For health data, ensure HIPAA safeguards and a BAA if a vendor stores PHI.

Who may sign on behalf of a guest?

An authorized agent with documented authority may sign; capture the agent's authority and contact info. For minors, a parent or legal guardian should sign and the relationship should be noted.

How long before updates take effect?

Effectiveness depends on policy; many organizations apply changes immediately upon receipt and authentication, but operational cutoffs (for billing cycles or access provisioning) may cause brief processing delays.

Electronic Signature
Templates
Miscellaneous
Guest Information Update

Guest Information Update

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

GUEST INFORMATION UPDATE AGREEMENT

This Guest Information Update Agreement (the Agreement) is entered into between Guest Name: and Property/Provider Name: .

WHEREAS

WHEREAS, the Guest is currently registered with the Property and maintains certain contact, billing and emergency information on file with the Property; and

WHEREAS, the Guest desires to update the Guest's information and to authorize the Property to process and rely upon the updated information in accordance with the terms set forth herein; and

WHEREAS, the Property agrees to accept, record and reasonably safeguard the updated information and to perform the administrative actions described in this Agreement.

SCOPE OF WORK

The Property will, upon receipt of this completed and executed form, update the Guest's official records, notify internal departments or service providers as required to effectuate the changes, and take administrative actions reasonably necessary to apply the updates to current and future bookings and billing. The Guest acknowledges that certain updates may require additional verification prior to becoming effective.

Describe updates requested (scope details)

UPDATED CONTACT & BILLING INFORMATION

Current account or reservation number Street address, City, State, ZIP Primary phone Alternate phone Email address Emergency contact - name Emergency contact - phone Billing / payment method (describe) Billing address (if different) Special requests or notes

PAYMENT TERMS

The Guest agrees to pay any applicable administrative fee associated with processing updates as set forth below. If the Property has not previously invoiced the Guest for fees, the Guest authorizes the Property to charge the payment method on file or to invoice the Guest in accordance with the schedule below.

Administrative fee amount Payment schedule Late fee or interest

TERM AND TERMINATION

This Agreement is effective as of Effective date: and shall continue until End date: , unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for convenience upon written notice to the other party delivered no fewer than Notice period (days): prior to the intended termination date. Termination does not relieve the Guest of obligations to pay fees accrued prior to termination.

CONFIDENTIALITY

The parties acknowledge that updated information may include personal data. The Property shall treat the Guest's information as confidential and shall not disclose it except (a) as necessary to perform the administrative updates contemplated by this Agreement, (b) as required by law or regulation, or (c) with the Guest's prior written consent. The Property will maintain commercially reasonable administrative, physical and technical safeguards to protect the confidentiality and security of the Guest's information.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State/Province of , without regard to its conflicts of law rules.

ENTIRE AGREEMENT

This Agreement, together with any attachments and the update details provided herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior and contemporaneous agreements, understandings or communications, whether written or oral. Any amendment must be in writing and signed by both parties.

GUEST CERTIFICATION & AUTHORIZATION

The Guest certifies that the information provided on this form is true, accurate, and complete to the best of the Guest's knowledge. The Guest authorizes the Property to update records and, where applicable, to charge the payment method on file for any administrative fees in accordance with the Payment Terms above.

By checking the boxes below, the Guest provides the indicated consents:

I consent to the Property updating my records as provided in this form.
I authorize the Property to charge the payment method on file for administrative fees related to this update.
I authorize disclosure of emergency contact information to emergency services if necessary.

NOTICES

Any notice required or permitted under this Agreement shall be in writing and delivered to the contact information on file for the receiving party. Notice is effective upon receipt.

Guest - Print Name:

By:

Date:

Property/Provider - Print Name:

By:

Date:

What the Guest Information Update Is

A Guest Information Update is a standardized form used to collect revised contact, stay, emergency and preference details from a guest or occupant. It centralizes identity (full legal name, date of birth where required), current address, phone and email, emergency contact, vehicle or access details, payment and billing instructions, accessibility or medical alerts, and an acknowledgement or signature for consent. The form may be used in hospitality, property management, events, short-term rentals, and health-adjacent intake, and it can be completed on paper or submitted electronically with an audit trail.

Why keeping guest records current matters

Accurate guest information reduces operational errors, ensures correct billing, enables timely emergency contact, and supports regulatory compliance for privacy and recordkeeping. Updated records improve communications, reduce disputes, and streamline check-in and service delivery.

Typical users and signers of a Guest Information Update

The document is signed by the guest or an authorized representative and retained according to applicable record-retention rules and privacy policies.

Hotels and short-term rental hosts who need current contact, billing and emergency details for guests.
Property managers and leasing agents updating occupant contact, vehicle and access permissions.
Event organizers and venue staff collecting attendee emergency and accessibility information.

Core sections to include in a professional update form

A complete Guest Information Update groups related data so staff can find and verify critical details quickly while capturing consent and authentication for changes.

Contact Details

Full legal name, preferred name, primary phone and email, and alternate contact information for reliable communication and identity verification.

Stay Details

Reservation or unit number, check-in/check-out dates, length of stay, and on-site location to tie the update to a specific visit or tenancy.

Emergency Contact

Name, relationship, and phone numbers for one or more emergency contacts used for urgent notifications or welfare checks.

Preferences & Accessibility

Dietary, mobility or sensory needs, service-animal information, and other accommodations that affect safety or service delivery.

Payment & Billing

Billing name, payment method, last four card digits or billing account, and authorization for charges related to the stay or incidentals.

Signature & Consent

Signature block for the guest or authorized agent, printed name, date, and explicit acknowledgment of privacy, billing, and emergency-contact use.

Required data elements at a glance

Full Name: Exact legal name

Contact Info: Phone and email

Street Address: Physical mailing address

Emergency Contact: Name and phone

Payment Details: Card last four or billing account

Health Alerts: Allergies or accessibility

Step-by-step: completing a Guest Information Update

Follow these steps to collect, verify, and store updated guest information securely and consistently.

01

Request Update: Notify the guest with reason and required fields.
02

Complete Form: Guest fills fields and reviews entries for accuracy.
03

Authenticate: Verify identity by ID check or electronic authentication.
04

Store Record: Save signed copy with audit trail and backup.

Where the completed update typically goes

After completion, route the update to the correct operational owners for action and retention.

Front Desk/Host: Receives update to adjust reservation or room access.
Billing Department: Processes billing changes or payment authorizations.
Security/Emergency: Updates emergency contact and access records.
Record Archive: Stores the signed file in secure records for retention.

Digital submission and platform needs

Confirm the platform can produce a certificate of completion, retain the record, and meet any industry compliance (for example HIPAA BAA) your organization requires.

File Formats: PDF, DOCX, HTML supported
Integrations: Salesforce, Google Workspace, NetSuite
Security: TLS in transit, AES-256 at rest

Configuring an online Guest Information Update

Set up fields, authentication, and routing to match your verification and retention policies before sending.

Field	Configuration
Template Name	Guest Information Update template
Conditional Fields	Show medical fields only when relevant
Authentication	Email, SMS code, or KBA
Notifications	Auto-send to billing and records

eSignature pricing and capability snapshot

Comparison of common vendor starting prices and select capabilities relevant when collecting signed guest updates; signNow appears first as listed.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Common mistakes to avoid when preparing updates

Collecting incomplete or inconsistent names that prevent identity verification and delay processing.
Requesting unnecessary sensitive data without explaining purpose or obtaining proper consent under privacy rules.
Failing to authenticate a signer for significant changes, leaving the update vulnerable to dispute.
Storing signed updates in unsecured locations or without an accessible audit trail for later review.

Risks and potential consequences of errors

Privacy Breach: Civil penalties possible

Billing Errors: Chargebacks and customer disputes

Emergency Delays: Failure to reach next of kin

Signature Disputes: Contract enforceability risk

Notarization Omission: Document may lack required validity

Retention Failure: Regulatory noncompliance

Practical tips for accurate, efficient updates

Adopt consistent procedures that balance user convenience with verification and secure storage.

Verify identity in person

When possible, check government-issued ID at intake to avoid later disputes; for remote updates use multi-factor or knowledge-based authentication for higher-risk changes.

Limit sensitive fields

Only collect health or payment details when necessary; explain the purpose and retention period to the guest to meet consumer disclosure expectations.

Use electronic audit trails

Capture timestamps, IP addresses, and authentication events to document intent and attribution for e-signed updates.

Retain signed copies securely

Store signed files with access controls and regular backups; ensure records are retrievable for the period required by law or policy.

Real-world examples of update workflows

These concise examples show how organizations integrate guest updates into daily operations.

Martin Properties

A regional property manager moved tenant updates online to reduce paper processing and delays.

Staff used template fields for unit number and emergency contacts to standardize inputs.
The team reported they could process and execute tenant documents online with compliance and security, enabling faster access changes and fewer follow-up calls for missing data.

Fertility Centers of Illinois

A healthcare provider used an electronic intake update for patient contact and consent details.

The form limited health fields to necessary clinical alerts only.
The organization cited improved responsiveness, secure storage under a BAA, and simpler audit retrieval during care coordination and billing reconciliation.

Frequently asked questions about Guest Information Updates

Answers to common questions about validity, corrections, notarization, privacy and signer authority for updates.

Need help? Contact support

Are electronic signatures legally valid?
Yes. Electronic signatures are generally legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; validity depends on proving intent, consent, attribution, and retention.
Can a guest correct a submitted form?
Yes. If an error is discovered, have the guest submit a corrected update and sign it; retain both versions with notes. For material changes, re-authenticate the signer to prevent disputes.
When is notarization required?
Notarization is rarely required for routine guest updates but may be necessary for legal authorizations or durable powers of attorney; check state rules and the document's purpose before requiring a notary.
How should sensitive fields be protected?
Limit collection, use encryption in transit (TLS 1.2/1.3) and at rest (AES-256), and enforce access controls. For health data, ensure HIPAA safeguards and a BAA if a vendor stores PHI.
Who may sign on behalf of a guest?
An authorized agent with documented authority may sign; capture the agent's authority and contact info. For minors, a parent or legal guardian should sign and the relationship should be noted.
How long before updates take effect?
Effectiveness depends on policy; many organizations apply changes immediately upon receipt and authentication, but operational cutoffs (for billing cycles or access provisioning) may cause brief processing delays.

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