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Frequently asked questions (FAQs)

What is credit card authorization?

Credit card authorization for a hotel allows a company to give the hotel permission to charge an employee's card for their stay and expenses. The company fills out an authorization form with relevant details and sends it to the hotel. This process enables the employee to travel without carrying the company's physical credit card, ensuring seamless payment handling and convenience.

How does credit card authorization work?

Hotels require credit card authorization form when charges apply to a card not physically presented by the guest at check-in.

For example, Christina travels to San Francisco on behalf of her company, and Robert, her manager, books the hotel for her. In this case, Robert will ask the hotel to charge his card instead of Christina's so that she does not have to pay at the hotel. CC auth is needed here as she is not carrying the card used for the booking, which should be charged.

Credit card authorization is not needed if Christina checks in and carries the card with her.

Is credit card authorization secure?

Yes. Credit card authorization is secure because you can always show the authorization you passed and apply for any chargebacks on your card.

Why is my credit card being declined?

Your credit card may be declined for several reasons. It could be because of insufficient funds, an expired card, incorrect information entered, suspected fraudulent activity, etc.

How to avoid fraud on credit cards that are sent to hotels?

To avoid fraud on credit cards sent to hotels, use these precautions:

Inform the hotel in prior about the card and provide authorization details.
Send virtual one-time-use cards.
Allow only specific merchant spends to be swiped on the card.
Restrict the card's usage to specific charges and set spending limits.
Regularly check your account for any unauthorized transactions.

How to reduce check-in denials because of card authorization issues?

To reduce check-in denials due to card authorization issues:

Ensure your card information, including expiration date and CVV, is correct and up-to-date.
Confirm you have sufficient available credit for the authorization hold typically required by hotels.
Bring an alternative credit card or payment method in case of issues with your primary card.
Contact the hotel in advance to pre-authorize your card and resolve any potential issues before arrival.

How long does an authorization hold?

An authorization hold typically lasts between 7 to 10 days, depending on the hotel's policy and the card issuer. The specific duration can vary, but it's generally released once the final charge is settled or if the transaction is canceled.

What should I do if an authorization hold doesn't drop off?

If an authorization hold doesn't disappear, contact both your bank and the hotel to inform them that the charges have been settled. This can help ensure the hold is promptly released, and any potential issues are resolved.

What is pre-authorization in hotels and car rentals?

Pre-authorization is a common practice in the hospitality and car rental industries. It ensures that funds are available for additional charges such as cleaning, room service, damages, or fines.

For hotels, pre-authorization streamlines the check-in process by removing the need to process extra payments manually.

In car rentals, pre-authorization secures sufficient funds to cover potential damages, estimated rental charges, and additional fees like fuel charges. The held funds are released once the rental period ends and the vehicle is returned.

How to solve the credit card authorization process for hotel payments?

To solve the credit card authorization process for hotel payments, follow these steps:

Obtain Authorization Form: Ensure you have the hotel's official credit card authorization form.
Fill Out the Form: Complete the form accurately with the required details, including the cardholder's name, card number, expiration date, and the amount to be authorized.
Attach Supporting Documents: Include necessary documents such as a photocopy of the credit card (front and back) and the cardholder's ID.
Submit the Form: Send the completed form and supporting documents to the hotel via a secure method, such as a fax or a secure email service.
Confirm Receipt: Contact the hotel to confirm they received the authorization form and processed it correctly.
Follow-up: Ensure the hotel applies the pre-authorized amount to the final bill upon check-out and that any remaining hold is released promptly after the stay.

By following these steps, you can ensure a smooth credit card authorization process for hotel payments, avoid delays, and ensure secure transactions.

Learn about various credit card authorization form templates.