Hotel rooming list template
A real spreadsheet, not a screenshot of one. Twenty columns in the order a hotel reads them, up to five occupants per room, dates that cannot be misread, and two worked rows to copy. Free, no email.
Opens in Excel, Google Sheets, Numbers and LibreOffice.
What a row looks like
A shared room and a single. Eight of the twenty columns shown.
| Guest 1 First Name | Guest 1 Last Name | Guest 2 First Name | Guest 2 Last Name | Arrival | Departure | Nights | Room Type |
|---|---|---|---|---|---|---|---|
| Priya | Nadar | Jonathan | Reyes | 2027-03-04 | 2027-03-08 | 4 | Double Queen |
| Alex | Moreau | — | — | 2027-03-05 | 2027-03-08 | 3 | King |
Nights is a formula, so it fills itself in as soon as you enter the two dates. Status and Billing are dropdowns.
Five rules that decide whether it lands cleanly
- 1
One row per room
A guest staying four nights is one row, not four. Two people sharing is one row with two names, not two rows competing for the same bed. The moment the file has more rows than the hotel holds rooms, something gets double-booked or dropped.
- 2
Send changes, not the whole file again
Your first submission is the baseline. After that send only what moved — add these three, cancel this one, move this arrival to Mar 5 — marked in the Status column. Re-sending 200 rows every time forces the hotel to re-key everything and reintroduces the errors you already fixed.
- 3
Keep TBD rooms on the list
A room you have not named yet is still a guaranteed room night you are contracted to pay for. Leave the row in with the names blank rather than deleting it, or you under-submit against a block you have already committed to.
- 4
No guest emails or phone numbers
They are not on this template on purpose. Once contact details are in a hotel property-management system and a forwarded email thread they cannot be recalled, and the saving is one field at a desk the guest is already standing at.
- 5
Submit before the cutoff, not on it
The cutoff is the hotel’s deadline, not yours. Set your own a week or two earlier so you have time to chase the names still missing and clean the file up before it goes.
Every column, and what goes in it
The order is the order a hotel's ingest reads: confirmation, names, dates, room type, status. The last four columns are the ones a coordinator needs and a hotel does not mind seeing.
Who and where
- Confirmation Number
- Left blank when you send. The hotel fills it in and sends the list back — that number is the key you audit against, matched before names, because two guests can share a name and one guest can be spelled two ways.
- Guest 1 First Name
- The lead guest, exactly as it appears on the ID they will present at check-in. One row per room, never one row per night.
- Guest 2 First Name — and Guest 3, 4 and 5
- Roommates, up to five people in one room. Leave the pairs blank for a single. Do not give a roommate their own row — that is how a room gets double-booked or dropped.
- Hotel
- Which property this room is at. Only needed when one file covers several hotels, but it costs nothing to carry and saves splitting the file later.
- Department
- The team, department or sub-block the room belongs to. This is the column that answers "how many rooms does production have on Friday" without re-sorting the file.
When
- Arrival
- Check-in date, formatted YYYY-MM-DD. Pick one date format and never vary it: 03/04 is March 4th to an American front desk and April 3rd to half the world.
- Departure
- Check-out date, same format. Give the hotel both dates rather than a night count, so their room-night math and yours line up.
- Nights
- Calculated for you from arrival and departure. This is the unit your bill is denominated in, so it is worth being able to see it.
What kind of room
- Room Type
- Use the room-type names your contract uses, spelled the same way every time. A hotel that has to guess whether "DBL QN" is your "Double Queen" will guess right on some rows and wrong on others.
- Status
- confirmed for a live reservation, cancelled for one you are withdrawing. After the first submission send changes only, marked in this column — never a fresh full list the hotel has to diff by hand.Allowed values: pending, confirmed, cancelled.
Who pays, and anything else
- Billing
- Who pays for what. The usual split is room and tax to the master account, incidentals to the guest — but every variation exists, and the wrong default puts a thousand dollars of parking and minibar on your invoice.Allowed values: Room & tax to master, All charges to master, Guest pays all.
- Notes / Special Requests
- Accessibility needs, connecting rooms, early check-in, a high floor away from the elevator. The hotel cannot honour what it never sees.
When the spreadsheet stops being enough
A spreadsheet holds a rooming list well. It cannot check the one that comes back.
The expensive part of a rooming list is not building it — it is the round trip. The hotel re-keys your names into its own system and sends back a confirmed list, and that is where an arrival moves by a night, a first name shortens, and a room you submitted quietly has no record. Blocks compares the two line by line, matched on the confirmation number first and the name second, groups what differs, and proposes each correction for you to confirm. Nothing changes on a reservation until you say so.
It also fills the file for you. Department leads add their own people through a private link, roommates carry through as named occupants, and the list goes to the hotel Blocks-branded on your click — never automatically.
Rooming list template questions
What the hotel needs, what it should look like, and what to leave out.
What information does a hotel need on a rooming list?
What format should a rooming list be in?
How do you handle a room with no guest name yet?
Is there a Google Sheets version of the template?
Why is there no column for guest emails or phone numbers?
Have more questions? Check our glossary of terms or get in touch.
Go deeper
How Blocks handles the jobs this work depends on — plus the terms and guides behind them.
Rooming lists
Department leads submit their guests in their own portal, Blocks assembles a single hotel-ready rooming list — up to five guests to a room, loyalty numbers included — and keeps it current when a room moves hotels or a roommate changes.
Learn more →Guest self-service
Send each guest a personal link — no login — where they see their own reservation and fill in contact details, loyalty numbers, and travel. What they enter lands back on your guest list, and you can see who has filled things in and who you are still waiting on.
Learn more →Hotel conversations
Blocks keeps every hotel conversation visible per event and hotel — what you sent, what you’re waiting on, what came back — and flags a thread that’s gone quiet as overdue.
Learn more →Key terms
Read the guide
How to Build — and Audit — a Hotel Rooming List →Bring us your next room block.
See how your team can track deadlines, place guests, and check the hotel’s list in one live plan.