Hotel Guest Lost Item Report Form

Hotels handle dozens of lost item inquiries every week, and tracking them efficiently makes the difference between a frustrated guest and a delighted one who gets their belongings back. This Hotel Guest Lost Item Report Form streamlines the entire process, giving your guests a clear, professional way to report missing items while capturing all the details your team needs to search effectively.

Why hotels need a dedicated lost item form

When guests realize they've left something behind, they're often already stressed—rushing to catch a flight or settling back into their routine at home. A well-designed lost item report form shows you care about their experience and gives them confidence that their inquiry won't get lost in an email thread. By capturing structured information upfront, your housekeeping and front desk teams can search systematically rather than chasing down vague descriptions or playing phone tag.

What makes this template work

This template is built around the real workflow of hotel lost and found operations. It collects the guest's room number and checkout date to narrow the search window, asks for a detailed item description with optional photo upload so staff know exactly what to look for, and captures the last known location (room, lobby, restaurant, pool area) to prioritize search zones. Guests can also specify their preferred contact method—email, phone, or text—and indicate urgency, ensuring follow-up happens the way they want it.

With conditional logic built in, the form adapts based on responses. If a guest uploads a photo, your team gets visual confirmation. If the item is high-value or sentimental, you can flag it for priority handling. The form is mobile-friendly, so guests can submit reports from a taxi on the way to the airport or from home later that evening.

Perfect for hospitality brands of all sizes

Whether you operate a boutique inn, a resort, or a multi-property hotel group, this form integrates seamlessly into your guest service operations. Use it as a standalone page, embed it on your website's contact or FAQ section, or link to it in post-checkout emails. Submissions can flow directly into your property management system, Slack channel, or a dedicated lost and found tracker in Airtable or Google Sheets.

Paperform's payment and booking features aren't needed here, but if you want to offer return shipping as a paid service, you can easily add a product field for guests to cover courier costs. And with Stepper workflows, you can automate the entire follow-up process—send an acknowledgment email immediately, notify housekeeping, set a reminder to follow up in 48 hours, and update the guest once the item is found or after the search concludes.

Build trust and efficiency with every inquiry

A thoughtful lost item form isn't just about logistics—it's a brand touchpoint. Guests remember how you handled their lost wedding ring or laptop charger. By making reporting easy, transparent, and professional, you turn a potential service failure into an opportunity to reinforce your commitment to hospitality. Get started with this template and give your team the structure they need to deliver consistently great service, one found item at a time.