Autohost and other tools make guest screening easier, but knowing what data to collect is still crucial.
Learn how to identify red flags and protect your investment while simplifying your hosting tasks. Below are the essential fields you should include, along with the reasons why they matter.
Full Name (Legal Name)
It might sound obvious, but this field is fundamental for any background check. Make sure you’re asking for a guest’s legal name, as it is tied to all formal records—be it criminal history, identity verification, or credit checks. Asking for aliases or other names the guest may go by can also be helpful for catching any discrepancies.
What hosts often overlook is the subtle signs of inconsistency. If the name provided doesn’t match what’s on the ID, you may want to dig deeper. It could be an innocent mistake, or it could signal a red flag like identity fraud. It’s a simple field, but it serves as the foundation for verifying all other details.
Date of Birth
This is another must-have field, especially when running checks for criminal records or even basic identity verification. Date of birth is essential in distinguishing between individuals with similar names and helps you avoid confusion during the screening process. Criminal databases often index records by name and birth date, so missing this piece of information can lead to incomplete checks.
In addition, having the guest’s birth date on file can help you better understand the age demographics of your clientele, though this isn’t its primary purpose.
Government-Issued ID Number
Getting a government-issued ID number—whether it’s from a driver’s license or a passport—ensures you can properly verify a guest’s identity. This field gives you a layer of confirmation beyond just a name and date of birth. It’s also a safeguard if a dispute arises later, and you need to report any incidents to law enforcement or insurance companies.
Make it a habit to cross-reference the ID number with the other details provided. Some automated systems like Autohost can do this automatically, saving you time and improving the accuracy of your checks. Manual reviews may catch mismatched info, but using a trusted system adds a layer of security.
Phone Number
A phone number is one of the simplest ways to get in touch with a guest, but it also serves as a key piece for screening. With the right tools, you can verify whether the number provided is connected to the guest’s name, giving you an added layer of identity confirmation. Disposable or burner numbers can be a red flag.
Also, a simple interaction through the number can tell you a lot. Is the guest communicative? Do they answer or return calls? It’s a soft form of screening, but these are subtle ways to sense if a guest will respect house rules or create challenges during their stay.
Email Address
Besides being a standard field for communication, an email address is useful for validating a guest’s online presence. Nowadays, checking email authenticity is easier than ever, and there are services that will let you know if an email is tied to a risky account—perhaps one associated with multiple fraud cases or chargebacks.
An established email account, especially one that’s been active for years, tends to indicate legitimacy. Watch out for throwaway email addresses (those ending in random letters and numbers) or emails set up just before booking, as these could suggest an attempt to hide the guest’s real identity.
Home Address
While you won’t always run a full address verification, having this field can be crucial if anything goes wrong. In some cases, property managers and hosts have been able to resolve disputes by contacting guests directly through their home addresses, especially if electronic communication has failed.
It’s also possible to cross-check this field against public records. Is the address tied to the guest’s name? Does the property listed exist? This can also help you flag suspicious bookings, such as those made by people who use fake addresses to avoid detection.
Emergency Contact
This isn’t just for the safety of the guest—it’s also a precaution for you. Should an incident occur, an emergency contact gives you another person to reach out to if the guest becomes unreachable. It can also be a soft form of validation, as legitimate guests are more likely to provide a real emergency contact.
Sometimes, guests trying to book under false pretenses might hesitate to provide this information, especially if they’re concerned about being traced.
Intended Number of Guests
One common tactic that fraudulent or disrespectful guests use is underreporting the number of people staying in the property. This leads to overcrowding, damages, and complaints from neighbors. By asking for the intended number of guests upfront, you can set clear boundaries and identify discrepancies later on.
If someone books for two but brings six, that’s grounds for denying the reservation or penalizing the guest. Always cross-check this information with your property’s capacity, and ask for updates if the number changes before check-in.
Purpose of Stay
Some platforms, like Airbnb, already prompt guests to state the purpose of their stay, but not all do this. Including this as a field in your own screening process can offer additional clarity on who your guests are and what they intend to do during their stay. While “vacation” or “work trip” are standard responses, anything too vague or evasive might be cause for concern.
This is also useful for preventing unauthorized events like parties, especially if the booking aligns with major local festivals or holidays. If a guest claims they’re staying for a work conference but arrives during a city-wide music festival, for example, that might warrant a second look.
Social Media Profiles
This one can be more subjective, but in today’s world, many property managers and hosts ask for social media profiles as a way to further verify identity. A legitimate profile with years of activity, photos, and mutual connections can provide an extra layer of assurance that the person booking your rental is who they say they are.
It’s not foolproof, but a quick glance at a guest’s online presence can raise red flags if the profile is brand new or sparse. This field should be optional, as some guests may prefer not to share this information due to privacy concerns.
Agreement To Rental Terms
Finally, you should include a field where guests agree to your rental terms, including house rules, policies, and any additional stipulations (such as security deposits or no-smoking). clauses). Getting this agreement upfront helps set the tone for the stay and can serve as legal backing should issues arise later on.
This isn’t just about liability—it’s about making sure the guest understands your expectations. If they’re unwilling to agree to basic house rules, that’s a red flag. Be sure to make these terms visible and straightforward.
Wrapping Up
These fields form the backbone of a solid guest screening process. When used effectively, they give you the information needed to assess risk and ensure a smooth experience for both you and your guests. Automated systems can handle a lot of these steps seamlessly, but understanding each field’s purpose gives you the confidence to manage your property safely and efficiently.
In the end, a thorough background check form is about precision—not only do you need to know what to ask, but you also need to act on that data. Keep this in mind. And you can be much better equipped to filter out risky bookings while welcoming responsible guests to your property.