Chargebacks & Payment Authorisation Forms

Credit Card Authorisation Form

This form authorises the hotel to charge a credit card that cannot be physically presented at check-in or one that is not owned by the guest. The following must be provided with the completed form:

• Copy of the card owner's valid photo ID.

• Front and back copy of the nominated card.

Permanent Authorisation Form

This form is offered to corporate clients who prefer to use the same payment method for all their bookings, streamlining the process and eliminating the need to provide a new credit card authorisation for each reservation.

Permanent Authorisation Forms are valid from the date of submission to the hotel until the end of the calendar year. These forms must be updated annually, even if the provided credit card has not yet expired.

Credit Application Form

Companies requesting to establish a credit account with the hotel should complete this form. The accounts team will handle the application, process invoices, and manage payment collection from the company.

Once a company's credit account is set up, check-in and payment instructions will automatically default to "Direct Bill" (DB) unless otherwise specified during the reservation process. Companies can also choose to provide permanent authorisation to utilise their credit facility for all bookings.

Accessing Forms

• Chargeback forms can be accessed and saved at: M:\Reservation Chargebacks\ along with other chargebacks from OTA bookings.
• Credit Card Authorisation and Permanent Authorisation forms are available at: M:\Operations\Reservations\Payments - Forms & Details.

Important Reminders

• The credit card authorisation form and all required supporting documents must be submitted to the hotel before or upon the guest's arrival. If the authorisation form is not received in time, the guest must provide the full accommodation fee and bond on their own credit card before receiving room keys.
• Carefully verify that the name, signature, and credit card details on the authorisation form match before accepting it.