A traveller report template, ready to print and fill in
Download a free traveller report (parte de viajeros) template with every field from Annex I of Royal Decree 933/2021, in PDF and Word. Direct download, no email gate. Plus one honest warning: paper is only half the job.
What the traveller report must contain
The content of the report is not up to each property: it is set by Annex I of Royal Decree 933/2021. The template on this page reproduces that structure in four blocks, so nothing is missing when it is time to submit the data.
- ✓Operator details: name or company name of the owner, tax ID (CIF/NIF), municipality, province, phone, email and — if the property is advertised online — the website and listing URL.
- ✓Establishment details: type of establishment, name, full address, postal code, town and province.
- ✓Per-guest details: name and surnames, sex, identity-document type, number and support number, nationality, date of birth, habitual residence, contact phone and email, number of travellers and the family relationship when a minor is travelling.
- ✓Transaction details: booking reference and date, signatures, arrival and departure dates and times, property address or room number, and payment data (type, method, holder and date).
Official sources
- BOE-A-2021-17398 — Royal Decree 933/2021, Annex I— Consolidated text with the full field inventory
When and where it is filed: paper is not enough
The data must be reported within 24 hours of the guest’s arrival. The recipient depends on where your property is: in most of Spain it is the Ministry of the Interior’s SES Hospedajes platform; in Catalonia, the Mossos d’Esquadra registry; and in the Basque Country, the Ertzaintza registry.
Here is the nuance most operators miss: filling in and archiving a paper form does not replace the electronic filing. This template helps you collect the data in an orderly way and keep it — the retention obligation is three years — but the information must still be submitted to the relevant system, on time.
Official sources
- hospedajes.ses.mir.es— Official SES Hospedajes portal (Ministry of the Interior)
Mistakes we see every day (that this template helps avoid)
BookCheckin has filed more than 2,500 accepted traveller reports with SES Hospedajes, and part of our daily work is fixing records the system rejects. These are the errors that come up most when data is collected by hand:
- ✓Confusing the document support number with the document number: on the Spanish DNI and TIE they are different values, and the system validates them separately.
- ✓Incomplete or wrong postal codes: a badly copied Spanish postal code leaves the record rejected or flagged for correction.
- ✓Leaving minors out: their data must also be reported, with their relationship to the responsible adult. Only the document and signature are waived for children under 14.
- ✓Assuming a second surname for foreign guests: if their document does not include one, leave it empty; if it does, it must appear exactly as printed.
- ✓Recording the arrival date without the time, or skipping the payment data, which is also part of Annex I.
What this template is for (and what it is not)
It works as a collection sheet at reception — it asks for exactly the Annex I fields, nothing forgotten — and as a uniform internal archive for the three-year retention period the regulation requires.
It does not work as the official filing: there is no paper form you can "submit". Reporting to SES Hospedajes — or to the regional registry — is electronic, and the proof of compliance is the accepted batch (lote) code.
The template is plan B; automation is plan A
A well-designed sheet prevents omissions, but not the work: someone still has to type every field into the system, guest by guest, before the 24-hour mark.
With BookCheckin, guests complete online check-in before arrival: they scan their document, the data is validated automatically and the report is filed with SES Hospedajes, receipt included. No transcription, no deadline anxiety — and you can start with a single property, no minimums.
Related resources
- The traveller report — complete guide— The obligation explained end to end
- Guest registration in Catalonia (Mossos d’Esquadra)— Where to file if your property is in Catalonia
- Guest registration in the Basque Country (Ertzaintza)— Where to file if your property is in the Basque Country
How to fill in the traveller report with this template
Six steps to complete the traveller report with every Annex I field of RD 933/2021 and get the filing done on time.
- 1
Download the template in PDF or Word
Choose the PDF to print and fill in by hand at reception, or the Word file to complete it on a computer and keep one file per booking.
- 2
Complete the operator and establishment blocks
Fill in blocks 1 and 2 once (owner, tax ID, contact details, establishment type and address). You can leave them pre-printed on all your copies.
- 3
Fill in one guest block per traveller
Include every occupant, minors too, stating the family relationship. Copy the document carefully: type, number and support number are not interchangeable.
- 4
Record the booking, stay and payment
Booking reference and date, arrival and departure dates and times, and the payment method with its holder. These fields are also part of Annex I.
- 5
Ask the guest to sign
Travellers aged 14 or over sign the report. The signature closes the document and backs the accuracy of the data in an inspection.
- 6
Report the data within 24 hours of check-in
Transfer the information to SES Hospedajes — or to the Mossos d’Esquadra or Ertzaintza registry if your property is in Catalonia or the Basque Country — and keep the sheet for three years.
Frequently asked questions
Is there an official traveller report form?+
For SES Hospedajes there is no official paper form: the regulation sets the Annex I data set of RD 933/2021, not a printed model. Any template covering those fields — like the one on this page — is valid as a collection sheet; the actual reporting is electronic.
Is the template free? Do I have to leave my email?+
Yes, it is free, and no: the download links are direct, with no sign-up or email. You may use and adapt it freely for your property.
Does filling in the paper form keep me compliant?+
Not on its own. Paper helps you collect and keep the data, but the obligation includes reporting it electronically to the relevant system within 24 hours of the guest’s arrival.
How long must I keep the reports?+
Three years from the end of the stay, under RD 933/2021. Paper or digital storage both work, as long as the information is available for an inspection.
Can I use this template in Catalonia or the Basque Country?+
Yes, for collecting the data: the guest-identification fields are in practice the same. The difference is the recipient: there, the report goes to the Mossos d’Esquadra or Ertzaintza registry instead of SES Hospedajes.
Keep the template for emergencies
BookCheckin collects the data at online check-in and files the report for you — on time, receipt included.