Free CSV template
Rooming list template
One row per guest per night. Hotels get the columns they ask for, your captain gets a list that answers "which room am I in?" without a phone call.
Opens in Excel, Google Sheets or Numbers. Updated 7 October 2026.
What each column is for
- Night and date
- Multi-hotel trips need a rooming list per night, not one list for the whole trip. Filter by night before sending to a hotel.
- Hotel
- Name the property, not the town. Groups often split across two hotels in the same place.
- Room number
- Left blank until the hotel allots rooms at check-in. Fill it in and re-share so travellers stop asking the captain.
- Room type and sharing
- Twin, triple, single or family. Sharing tells the hotel how many beds; room type tells it which inventory to block.
- Guest name, gender, age group
- Hotels and many state rules need gender and adult or minor per guest. Age group also drives who can share with whom on student trips.
- Check-in and check-out dates
- Early arrivals and late departures break the one-row-per-night pattern. Dates make the exception explicit.
- ID type
- Hotels in India record a government ID for every adult. Record the type, never the full number, in a shared sheet.
- Special requests
- Ground floor, cot, connecting rooms, vegetarian-only kitchen. Hotels can only honour what reaches them in writing.
How to use it
Download the CSV and open it in Excel or Google Sheets.
Paste your roster into the guest name, gender and age group columns, one row per guest.
Duplicate the rows for each night and set the hotel for that night.
Group guests into rooms by filling the room type and sharing columns, then sort by hotel and room type.
Export the rows for one hotel and one night and send that slice, not the whole trip, to the property.
After check-in, add room numbers and share the list with the captain and travellers.
Mistakes this template prevents
- Sending one list for a five-night trip and letting each hotel guess its own nights.
- Writing full ID numbers in a sheet that is forwarded over WhatsApp.
- Pairing an adult with a minor in a twin room without the guardian's written agreement.
- Forgetting the captain and driver, who also need beds.
Questions about this template
What is a rooming list?
A rooming list is the document a group operator sends a hotel that says who sleeps in which room on which night. Hotels use it to allot rooms before the group arrives and to record guest IDs at check-in.
When should a rooming list be sent to the hotel?
Most hotels ask for it 48 to 72 hours before arrival, and earlier for large groups or peak dates. Send a final version the evening before check-in with any late changes marked.
Can I use this template for a multi-hotel trip?
Yes. The night and hotel columns exist for that. Keep one sheet for the trip and filter by night and hotel when you share with a property.
Terms used here
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