Hotel Rooming List: What to Send and When
Short answer: a rooming list tells the hotel who stays in which room, on which nights, for a group booking. It lists each guest's name as written on their passport or ID card, the room type and bedding, who shares with whom, arrival and departure dates, who pays for what, and any special requests. Send the final list by the deadline stated in the group confirmation, which is usually on or near the release date. Name changes are usually possible until arrival; extra rooms after the release date depend on availability.
Part of our guide to hotel room blocks for company trips and events in Vietnam.
Build your rooming list
Add guests, room types and dates, then download Excel or print a PDF. Guest names stay in your browser.
Open the rooming list builderWhat goes on a rooming list
| Column | Why it matters |
|---|---|
| Guest name | As written on the passport or ID card. Hotels in Vietnam register every guest with their passport or ID, so the name must match. |
| Room type and bedding | Single, double or twin. Twin and double are different rooms, and the hotel assigns them from the block. |
| Sharing with | For shared rooms, both names on the same line, so the hotel does not assign two rooms. |
| Arrival and departure | Dates for each guest. Mark anyone who arrives early or leaves late, since those nights may sit outside the block. |
| Billing | What the company pays (room, breakfast) and what each guest pays (minibar, laundry, extra nights), so no one is charged by mistake at checkout. |
| Notes | Accessible or connecting rooms, early check-in, breakfast dietary needs, and senior members who should get the higher room category. |
When to send it
With the request
Rooms per night by type. Names are not needed yet.
By the deadline
The full list with names, by the rooming list date on the confirmation.
Up to arrival
Name changes on the same room count and dates.
After the stay
The invoice is checked against the list: rooms, nights and extras.
Rooms not named by the deadline may be released back to the hotel. Release dates and attrition are explained in room block contract terms.
Common mistakes
- Names that do not match the passport: causes delays at check-in.
- Twin and double mixed up: colleagues end up sharing a bed, or the hotel runs out of twin rooms.
- Missing early or late guests: the extra nights are not held at the group rate.
- Unclear billing: guests are asked to pay for rooms the company already covers.
- Several versions in circulation: keep one file, date it, and send changes through one contact.
How Bedtara handles rooming lists
Send the rooming list to Bedtara as one file. We pass it to the hotel, confirm the room assignment back to you, and handle changes through one contact up to arrival. After the stay, the invoice follows the same list, and Vietnamese companies receive a VAT invoice issued by Dong Thi Co., Ltd.
Questions
What is a hotel rooming list?
A list of the guests in a group booking, showing each guest's name, room type, roommate, arrival and departure dates, billing and special requests. The hotel uses it to assign rooms from the block.
When is a rooming list due?
By the date stated in the group confirmation, usually on or near the release date. Rooms not named by then may be released.
Can you change names on a rooming list?
Usually yes, up to arrival, as long as the number of rooms and the dates stay the same. Reducing rooms follows the attrition terms in the contract.
What is a room block Group hotel booking Room block terms Rooms for delegations
Booking rooms for a group?
Send the city, dates and rooms per night. Names can follow later on the rooming list.