Free Special Request Form Template
Guest special-request intake for celebrations, surprises and personal touches — couples, families and event hosts get service planned in advance.
Quick answer
Guest special-request intake for celebrations, surprises and personal touches — couples, families and event hosts get service planned in advance.
About this template
Delighting a guest is a coordination problem — cake from the kitchen, flowers on the bed, a card from the whole team. This special-request form captures what the guest wants, when it needs to happen and which department owns each piece, so anniversaries, proposals and birthdays actually land as surprises, not as best-effort approximations.
Live Preview
Sample form preview (fillable once the app is published).
What's Included
Everything you need to run this template.
One brief per surprise
Kitchen, housekeeping and the desk work from the same file.
Timing that holds
Setup window is captured, so the moment is not ruined by an early knock.
Personalized touches
Card wording and setup choices come from the guest, not the desk's guess.
Memory consent
Photo permission captured with the request, not on the doorstep.
How It Works
From copy to deliverable in four steps.
Use this template
Copy and set occasion and setup categories.
Send with booking
Include the link in the confirmation email for celebrations.
Guest describes it
Occasion, timing and personal touches arrive structured.
Coordinate the moment
Kitchen, housekeeping and the desk deliver in one brief.
Who Is This For
Pick your role — see how it fits your workflow.
Boutique hotels
Turn repeat anniversary guests into story-tellers.
Resort operators
Deliver consistent welcome surprises across properties.
Celebration planners
Handle proposal and birthday logistics with a hotel-grade brief.
Key Features
What makes this template work as a professional deliverable.
- Occasion and date/time
- Setup requirements per department
- Budget or package tier
- Card wording and personalization
- Photo or memory consent
- Customizable fields
Sample Questions Inside
A preview of real questions — responses land as structured records once the form is live.
- Guest name and reservation
- Occasion (birthday, anniversary, proposal, welcome)
- Date and time of the setup
- Requested setup (cake, flowers, card, room decoration, other)
- Card wording (guest writes or dictated)
- Budget tier or package
- Photo allowed for the guest's memory