Small properties are often surprised by this report. A homestay in the hills or a guest house near a beach takes its first booking from abroad, and then learns there is a report to file. It is not difficult once the details are collected properly at check-in. This guide explains what the form needs and how to make it routine.
Who wrote this guide
The EZ Solutions team wrote this guide. We build Visito, property management software for small hotels, homestays, hostels, cottages and villas. The guide is general information, not legal advice. The Bureau of Immigration’s official portal is the reference for current rules, deadlines and fields.
What is Form C?
Form C is the report an accommodation provider files when a foreign national stays at the property. It tells the immigration authorities who is staying where, with their passport and visa details. The glossary entry gives the short definition. Hotels, homestays, guest houses, hostels and serviced apartments all file it for foreign guests.
What details does the form need?
The form asks for the guest’s identity and travel details along with the stay itself. Collecting all of it at check-in avoids chasing the guest later.
| Detail | Where it comes from |
|---|---|
| Name, nationality, date of birth | Passport |
| Passport number, place and date of issue, expiry | Passport |
| Visa number, type, issue date and validity | Visa or e-visa |
| Arrival in the country and at the property | Guest and booking |
| Planned departure and next destination | Guest and booking |
| Address and contact abroad | Guest |
A clear photo or scan of the passport and visa pages helps, both for the form and for the property’s own records.
When to file it
The form is submitted online on the official portal soon after the guest arrives, within the time the rules set, and the departure is recorded when the guest checks out. A property registers on the portal before its first filing.
Filing every form promptly, rather than in a weekly batch, keeps the property on the right side of the rules.
A check-in routine for foreign guests
- Confirm the booking and note that the guest is a foreign national.
- Capture the passport and visa at the desk, with the guest’s consent.
- Fill the guest record with every field the form needs, before handing over the key.
- Submit the form on the portal straight after check-in.
- Record the departure at checkout, and keep the copy with the stay.
The guest register still matters
The form covers foreign guests only. Most properties also keep a guest register for every guest, often reviewed by local police. Keeping both from the same check-in data avoids typing the same details twice and keeps them consistent.
Handling ID data with care
Passport and visa details are personal data. Collect them with consent, store them securely, show them only to staff who need them, and keep them only as long as the rules require. The homestay management guide covers the wider day-to-day running of a small property.
Common mistakes with the report
- Waiting until checkout to collect passport details, when the guest is in a hurry.
- Typing details twice, into the register and the form, with differences between them.
- Missing the departure, so the record stays open.
- Staff who do not know the routine, because foreign guests come only a few times a month.
How Visito prepares the paperwork
Visito builds the paperwork from the stay itself:
- Guests and ID capture: one guest directory across stays, with ID capture, consent and history.
- Police register and foreign guest report: the guest register and the foreign guest report come straight from check-in data.
- A front desk dashboard of arrivals, departures and in-house guests.
- WhatsApp and SMS guest confirmations and messages.
The property still submits on the official portal; Visito makes sure every detail is captured once and ready.
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