An Authorization Letter To Use Credit Card For Hotel Booking is a crucial document in the Canadian hospitality industry that establishes a formal arrangement between a credit card holder and a hotel. This document becomes necessary when someone needs to pay for a hotel stay using their credit card but won't be physically present during the check-in or stay, or when authorizing a third party to stay at a hotel using the cardholder's credit card. The letter must comply with various Canadian regulations, including the Personal Information Protection and Electronic Documents Act (PIPEDA), provincial consumer protection laws, and credit card processing regulations. It typically includes comprehensive details about the credit card holder, the authorized guest(s), booking specifics, transaction limits, and the authorization period. This document is particularly common in business travel, family bookings, or group reservations where the person paying is different from the guest staying at the hotel.
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1. Letter Date and Location: Current date and place of writing the authorization letter
2. Hotel Information: Complete name and address of the hotel where the booking is being made
3. Cardholder Information: Full name, address, and contact details of the credit card owner
4. Guest Information: Full name and contact details of the person(s) who will be staying at the hotel
5. Credit Card Details: Specified credit card information including last 4 digits, type, and expiration date (never include full card number)
6. Booking Details: Specific information about the hotel stay including check-in/check-out dates and number of rooms
7. Authorization Statement: Clear statement of authorization for the hotel to charge the specified credit card
8. Transaction Limits: Maximum amount authorized for charges and any specific limitations
9. Validity Period: Start and end dates for which the authorization is valid
10. Cardholder Signature: Physical or digital signature of the credit card owner
11. Contact Information: Emergency contact details and best way to reach the cardholder if needed
1. Additional Authorized Charges: Used when authorizing specific additional charges like room service, restaurant, or spa services
2. Multiple Guest Authorization: Required when authorizing the card for multiple guests in different rooms
3. Special Requests: Include when there are specific arrangements or requests for the stay
4. Cancellation Terms: Include when specific cancellation conditions need to be acknowledged
5. Corporate Authorization: Required when the card is corporate and requires additional company authorization
1. Copy of Credit Card: Photocopy or scan of the front and back of the credit card (with sensitive data partially redacted)
2. Cardholder ID: Copy of government-issued photo ID of the cardholder
3. Corporate Authorization Letter: Additional authorization letter from company if using corporate credit card
4. Hotel Booking Confirmation: Copy of the initial hotel booking confirmation or reservation details
Relevant legal definitions
Clauses
Relevant Industries
Hospitality
Tourism
Business Travel
Financial Services
Corporate Services
Travel Management
Events and Conferences
Relevant Teams
Legal
Finance
Administration
Compliance
Travel Management
Accounts Payable
Front Office
Reservations
Customer Service
Corporate Services
Relevant Roles
Travel Manager
Corporate Travel Coordinator
Hotel Manager
Reservations Manager
Finance Manager
Accounts Payable Specialist
Executive Assistant
Office Manager
Travel Agent
Compliance Officer
Legal Counsel
Administrative Assistant
Business Travel Specialist
Events Coordinator
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