CREDIT CARD AUTHORIZATION FORM: How to Get One & Everything You Should Know

Credit Card Authorization Form
Image Source: LawDistrict

You have participated in the card authorization process if you have ever used a credit or debit card to make a purchase. The same holds true if you run an enterprise that takes customer payments via credit or debit card. Each of the more than a billion credit card transactions handled daily across the world must first receive authorization. However, most individuals don’t know too much about the card authorization procedure, despite the fact that it is an integral component of doing business and a common part of most people’s everyday life. Authorizing a credit card is a far more complex and important process than merely verifying the cardholder has sufficient funds. Here, we’ll talk about the credit card authorization form and how Hyatt, Hilton, and other hotel chains have dealt with it in different states.

Before discussing the details of the form itself, let’s have a look at what Credit card Authorization is and what it entails.

What Is Credit Card Authorization?

Authorization of a credit card is the verification of a cardholder’s authority to use their credit card for a specific purchase. When you use your credit card to make a transaction, or every time a credit card is swiped, the data on the card is read by a machine and sent to the credit card company. However, the credit card issuer then verifies the details are correct and that the account is in good standing. If everything checks out, the sale will be approved, and you can move forward with the purchase.

From the customer’s point of view, credit card approval just takes a few seconds.

Furthermore, when credit cards were first introduced in the 1950s, the concept of authorizing purchases with said cards emerged. Customers had to fill out a physical credit card authorization form, which would then be mailed to the credit card company for review. Recent technological developments have made the procedure much more efficient and speedy. It can be accomplished in two different ways, namely by swiping the card through a card reader or by inputting the card number into a terminal.

Authorization for debit cards follows the same steps, and money moves instantly from the customer’s account to the merchant’s.

How Does the Authorization of a Credit Card Work?

First, let’s briefly introduce the many participants in the card authorization procedure. In order to authorize a card, four persons must participate:

  • The customer, who is also known as the cardholder in this setting
  • This firm
  • Bank that “issues” the security
  • The purchaser is often known as the acquiring bank

In most cases, a payment processor will handle card authorization as part of the services they offer to merchants. Also, in addition to their primary function, many payment processors also act as the acquirer for the firms they serve. For instance, Stripe provides its business clients with the features of a merchant account and acquirer in addition to payment processing. In the context of connecting with cardholders’ banks (called issuers, or issuing banks) to authorize transactions, an acquirer (also known as an acquiring bank) is a bank or financial institution that handles payments made by credit or debit cards on behalf of businesses.

Procedures for Credit Card Authorization

The procedure through which various entities reach a consensus on whether or not to approve a transaction is as follows:

  1. At checkout, the customer pays using a credit card. Both in-person and online purchases need to have their credit card details authorized.
  2. When a customer makes a purchase, the store’s point-of-sale (POS) system immediately notifies the business’s payment processor or acquirer and requests authorization for the sale.
  3. The acquirer will next submit the request to the issuer for authorization through the card network.
  4. The issuing bank will look at the cardholder’s account for two main reasons:
  • Checking the card’s validity
  • Checking the availability of finances or credit to ensure there is enough to meet the buying price.
  1. The acquiring bank will receive one of two outcomes from the issuing bank:
  • Verified by an approval code: If the issuer verifies that the card is legitimate and has adequate funds, the issuer will react to the acquirer’s request by allowing the transaction to go through. An authorization code will be provided alongside this permission.
  • Declined with an error code: The issuer will notify the acquirer via an error code if it considers that authorizing the transaction is impossible for any of the reasons we shall discuss shortly.

In most cases, card authorization takes no more than a few seconds. All of the above actions take place in the split second between inserting your card into the reader and hearing the reader’s “approved” message.

How Can Card Authorizations Fail?

It is possible for card authorizations to fail for economic or technological reasons. However, most online processors will immediately notify buyers if a transaction fails. An authorization error code specifies the reason for the failure. Acquirer-specific error codes are used. An authorization failure is the single most critical factor in preventing a sale from going through. The authorization number is required before the seller will send the merchandise or finish the transaction.

Furthermore, if the error number points to a technical issue, the onus is typically on the vendor to resolve it. The seller may experience delays if the acquirer is experiencing technical difficulties and needs time to resolve them. Most of the time, an issue with the data being fed into the computer is to blame. An erroneously entered or absent value in the settings or the online submission could be to blame. The vendor’s responsibility here is to address the issue without delay. If a buyer receives a financial error code, it usually indicates an issue with their account.

Credit Card Authorization Form

It’s common sense for a business to take credit cards, but is a credit card authorization form necessary? Although the vast majority of Americans now carry at least one credit card, accepting plastic is just one of many options open to company owners. You’ll need to make certain choices like which payment terminals to utilize, whether or not to incorporate an online store’s shopping cart, and which chargeback software to implement. 

Whether or not to use a credit card authorization form is another choice you’ll have to make. Before deciding whether credit card authorization is the appropriate choice for your company, you should learn more about what the form is all about.

What Is a Credit Card Authorization Form?

A credit card authorization form is a tool used to process purchases when a cardholder does not have their physical credit card with them. This is useful for people who may not have their credit card with them when they make a transaction. This authorization form essentially acts as a credit card substitute, allowing the transaction to proceed.

With the help of the credit card authorization form, the vendor can quickly obtain the necessary data from the cardholder. If the buyer provides their credit card details, the retailer will have permission to use that card for future purchases.

Furthermore, a credit card authorization form serves as evidence that the cardholder has sufficient cash in their account to cover the purchase. For this reason, the cardholder has provided the information necessary to confirm the transaction. The approval process for the purchases begins with this step.

A consumer makes a purchase at a retailer and swipes or dips their credit card into a machine. When the card is dipped or slid, the transaction and associated data are communicated quickly. Information entered into the credit card authorization form is forwarded to the financial institution handling the transactions.

The following pieces of information are required for a credit card authorization form:

  • Cardholder’s Full Name
  • Location for billing
  • Contact information (including email)
  • Number of credit card
  • Date your credit card expires
  • Code Verification Value (CVV)
  • Identifier for a bank account, if any
  • The cost that will be incurred
  • Signature

When Do Use a Credit Card Authorization Form?

A pre-authorized credit card payment agreement would have been shown for your approval prior to providing your final authorization during the setup of payments. Due to the length of these forms, many customers will only scan them or click “agree” without reading them thoroughly.

One popular use case for a pre-authorized payment agreement is for recurring monthly expenses like a telephone plan, a streaming service, or a digital news subscription.

Furthermore, pre-authorization of a hotel room charge (also known as a hold) is standard practice upon check-in. The hotel will still want a credit card on file in the event of any incidentals, such as extra cleaning or damage, even if you have already paid for your stay in full before you arrive. In some cases, holds may continue to be active even after you’ve checked out.

Also, a Credit card authorization form is used by some government entities. Say you chose to renew your passport by mail. The portion devoted to monetary transactions would double as a form for authorizing financial transactions. In addition, credit cards will be charged by the government after they receive passport applications. Also, read What Is CREDIT CARD BALANCE/TRANSFER: How It Works, Positive and Negative Balance.

Credit Card Authorization Form Alternatives

Credit card bill payment has a number of benefits.

Depending on the service provider, you may be able to make payments for things like internet and utilities in person at a store or bank, or by money orders or wire transfers. It may be possible to create a negative balance on your billing account by making a prepayment. You wouldn’t have any financial obligations here till your account balance becomes positive again.

You can also set up pre-authorized payments straight from your bank account to settle your credit card debt in other ways, such as automatic credit card payments. Rent can be paid using a credit card through a number of services.

In addition, a credit card authorization form is generally chosen since they save both you and the merchant time and eliminate the need for these other methods.

Credit Card Authorization Form Hotel

For decades, hotel everywhere has been required by law to collect credit card authorization form from guests. Nonetheless, traditional authorization forms aren’t as effective as they once were. A Credit card authorization form in paper or PDF format is no longer PCI compliant, leaving a hotel vulnerable to chargebacks and potentially massive fines. How enormous is it? The penalties for PCI noncompliance can cost a business anything from $5,000 per month to $100,000 per month until they are in compliance. However, there are options available, and hotels would be wise to be aware of them.

What Is a Hotel Credit Card Authorization Form?

A hotel credit card authorization form is a piece of paper that lets a guest stay at a place when someone else or a group is paying for it. They are usually used to pay for a room, banquet hall, meeting room, etc. when the guest does not have the card on them but is allowed to use it by the cardholder. 

Furthermore, a Credit card authorization form is often used to pay for services and space at a hotel by business clients, parents paying for their children, event planners, and other people.

In the past, hotels required cardholders and staff to repeatedly email and/or fax paper or PDF forms back and forth. While many hotels are still using PDF and paper forms, there are now safe online alternatives that may be used to transmit credit card information. Canary Technologies’ Digital Authorizations solution, for instance, lets hotels easily make encrypted authorization forms that visitors can access via special URLs.

What Information Is Included on a Hotel Credit Card Authorization Form?

A hotel credit card authorization form needs to contain a number of crucial pieces of information. Although there could be some differences from hotel to hotel, most shapes have a similar structure. 

Let’s now go over each piece of what that looks like. 

#1. Basic Guest Information

The name of the cardholder, the card number, the billing address, the billing zip code, the billing zip code’s country code, the billing zip code’s area code, the billing zip code’s area code, the billing zip code’s area code, the billing zip code’s area code, the billing zip code’s area code, and any special instructions for the stay should all be included on the permission form.

#2. Data Relating to Your Stay 

You won’t just need a guest’s name, address, and phone number; you’ll also need information relevant to their stay. A standard feature of the hotel authorization form is a space for the cardholder to specify restrictions on the types of charges that can be made using the credit card. A guest’s lodging and beverage charges will be charged to their credit card only if they specifically authorize the hotel to do so. 

In addition to the confirmation number and authorization type, other information may be given in this section. 

#3. Payment Method Details

The credit card number and expiration date are the next pieces of information requested on a credit card authorization form. Number, expiration date, and security code (CVV) on a credit card. The accepted credit card brands (Visa, MasterCard, etc.) will be listed here, and there may be a checkbox for the customer to select. 

#4. Billing Information of Cardholder

The cardholder’s billing information and address often go in the part that follows the credit card details. In most cases, you’ll need to include your full name, firm name, and mailing address. 

#5. Signature & Acknowledgement

A Hotel credit card authorization form, like most other legal documents, provides a spot for the cardholder’s signature at the conclusion. They may also be asked to confirm that the card details they provided are correct and that they agree to use the card to pay for their stay. 

Hilton Credit Card Authorization Form

If you want to use a credit card at a Hilton property but can’t find a generic authorization form online, you can phone the property you want to stay at and ask them to email you one. Using this form, you can give the Hilton hotel permission to charge your room rate to another guest’s credit card or accept payment for another guest’s room rate using your own credit card. In order to check into the Hilton, guests must provide the credit card authorization paperwork that Hilton sent them. The hotel will then know that the credit card used for the reservation is legitimate and not a stolen one.

Whether you want to pay for an employee’s conference room using a company credit card or give someone a vacation as a gift, a Hilton credit card authorization form can help. Also, the reservation confirmation number, credit card number, and guest’s and cardholder’s names and contact information will all be on the document. The cardholder’s authorization will also detail the types of charges they’re okay with having made to their card; for instance, you might allow for room charges to be made to the card but require the guest to pay for incidentals. In addition, the paperwork also needs to be signed by the cardholder.

How do you fill out the Hilton Credit Card Authorization Form?

Here are simple steps to fill out the Hilton credit card authorization form.

  1. Use the Fill out & Sign Online button or the checkbox next to the sample signature page to get started.
  2. Using the editor’s complex capabilities, you may easily modify the provided PDF sample file.
  3. Please provide your full name and official identification.
  4. Make use of a tick to indicate the correct response.
  5. Verify the accuracy of all the editable fields by filling them in twice.
  6. The credit card authorization form for the Hampton Inn can be signed digitally using the Sign Tool.
  7. After finishing the document, select Done to save your changes.
  8. It’s now feasible to print, save, or distribute the file.
  9. Should you have any questions, please refer to the Support page or get in touch with our Support team.

Hyatt Credit Card Authorization Form 

Guests who wish to make reservations and pay with credit cards can do so by filling out the Hyatt credit card authorization form. Make a phone call to the hotel or other accommodation of your choice to secure a reservation for your guest. Make sure you have a reservation/confirmation number, the necessary documentation, and the fax number to transmit payment information before hanging up the phone.

How to fill out a Hotel Hyatt Credit Card Authorization Form

#1. Step 1

Select “PDF,” “ODT,” or “Word” to the right of the “Hyatt Credit Card Authorization Form” to download a fillable PDF, Open Document Format (.odt”), or Microsoft Word (.doc) version of the form. You can download the same form in a variety of formats for your own convenience. The choice of which version to download is entirely up to you.

#2. Step 2

You or your guest should contact the Hyatt directly to make a reservation. For the sake of efficient communication, this should take place over the phone. You’ll need the property’s Fax Number and the Reservation Confirmation Number in order to send this form to them. At the very bottom of the page is a blank space where you can type in the fax number. 

#3. Step 3

If you’re filling out a reservation form in a PDF reader or form-friendly browser, you can choose the specific Hyatt from a drop-down menu called “Hotel.”

#4. Step 4

Please enter the name of the individual or group that will be checking into the hotel using this Reservation Confirmation Number in the text box labeled “Individual/Business/Group or Event Name.” If this reservation is being made in conjunction with a larger event (such as a trade show), please provide the name of the event following the name of the person, company, or group making the reservation.

#5. Step 5

The confirmation number you were given when you made your reservation over the phone should be entered into the “Reservation Confirmation Number” field.

#6. Step 6

To complete this reservation, please enter the arrival or event date(s) for the guest(s) using this Reservation Number in the appropriate text box.

#7. Step 7

Find your Credit Card Billing Address on your Credit Card Statement and type it into the box labeled “Credit Card Billing Address.” Addresses often include the building number, street name, and suite or unit number, all of which belong here. Please provide the billing address’s city, state, zip code, and country in the space provided.

Should You Fill Out a Credit Card Authorization Form?

Both the customer and the retailer benefit from a credit card authorization form. However, the primary advantage is reduced risk of fraud and chargebacks for merchants. A chargeback can be used to reverse fraudulent or otherwise questionable charges made to a customer’s account.


Credit card forms can be useful for a wide variety of enterprises. However, a Credit card authorization form is typically used by organizations whose services require recurring payments, such as subscription services, online stores, and travel agencies. Whether or not you should use these forms depends on your level of comfort with the dangers associated with accepting card-not-present payments from customers. 

The means by which people make purchases are evolving, and as a result, consumers now anticipate more flexible payment options. As a result, give a credit card authorization form some thought.

Credit Card Authorization Form FAQs

The use of credit card authorization forms by retailers is recommended. It is not needed by law, but you should still discuss it with your attorney to see if it is in your best interest.

Should You Fill Out a Credit Card Authorization Form?

Both the customer and the retailer benefit from a credit card authorization form. The key advantage is that it prevents chargebacks and fraud for businesses. A chargeback can be used to reverse fraudulent or otherwise questionable charges made to a customer’s account.

Similar Articles

  1. HOTEL CREDIT CARDS: Best 17 Cards for 2023.
  2. SHORT TERM DEBT: Definition, Examples, and Debt Financing
  3. WORKERS PERMIT: How It Works and All You Need to Know
  5. WEB DESIGNING COURSES: 2023 Best Web Design Courses & Certifications (Free and Paid)


Leave a Reply

Your email address will not be published. Required fields are marked *

You May Also Like