The hospitality industry is evolving, but some things haven’t changed – like the mountains of paperwork needed to run a hotel, restaurant, or event space. While customer expectations are skyrocketing, many businesses are stuck in the past, relying on paper forms and contracts.
In fact, 84% of hospitality companies now have dedicated teams focusing on digital transformation of hospitality business documents. Yet, many still haven’t fully embraced the power of going paperless, with paper-based processes wasting time and money.
Radisson Hotel Group’s success story of adopting Oneflow’s electronic signature for hospitality has demonstrated that business documents on paper can be transformed into not only a more eco-friendly approach but also increased bookings and better guest experiences.
In this article, we’ve listed the top 20 documents within the hospitality businesses that you can sign digitally, how they impact your business, and why switching to e-signatures is a no-brainer.
List of digital signature use cases for hospitality businesses documents
1. Guest registration forms
- What it is: Forms capturing guest details during check-in
- Why it matters: Keeps accurate records and ensures legal compliance
- Who creates it: Front desk staff
- Who signs it: Guests
- Customisation: Mostly standardised with guest-specific fields
2. Booking and reservation agreements
- What it is: Contracts for room or event space bookings
- Why it matters: Clearly defines terms, avoiding misunderstandings
- Who creates it: Reservations or sales teams
- Who signs it: Guests or event organisers
- Customisation: Standard terms with booking-specific details
3. Event contracts
- What it is: Agreements outlining the terms for hosting events
- Why it matters: Sets expectations and defines responsibilities
- Who creates it: Event coordinators
- Who signs it: Clients hosting the event
- Customisation: Heavily tailored to each event
Read also: Top 10 electronic signature software in 2025
4. Vendor and supplier contracts
- What it is: Agreements with suppliers for goods or services.
- Why it matters: Ensures a reliable supply chain
- Who creates it: Procurement teams
- Who signs it: Vendors and managers
- Customisation: Standard templates with details of goods or services
5. Employment contracts
- What it is: Legal agreements for new hires
- Why it matters: Clearly defines roles and expectations
- Who creates it: HR departments
- Who signs it: Employees and management
- Customisation: Standardised with role-specific details
6. Non-disclosure agreements (NDAs)
- What it is: Agreements to protect confidential information
- Why it matters: Safeguards sensitive business information
- Who creates it: Legal teams
- Who signs it: Employees, vendors, or partners
- Customisation: Mostly standard with a few custom clauses
7. Service level agreements (SLAs)
- What it is: Contracts defining service quality expectations
- Why it matters: Holds vendors accountable
- Who creates it: Operations teams
- Who signs it: Service providers and managers
- Customisation: Tailored to specific services
8. Maintenance agreements
- What it is: Contracts for equipment and facility upkeep
- Why it matters: Ensures smooth operations
- Who creates it: Facilities management
- Who signs it: Vendors and staff
- Customisation: Specific to the type of maintenance required
9. Franchise agreements
- What it is: Contracts between franchisors and franchisees
- Why it matters: Defines brand guidelines and operational rules
- Who creates it: Legal teams
- Who signs it: Franchisors and franchisees
- Customisation: Standard terms with location-specific details
Read also: All you need to know about electronic signature
10. Hospitality business documents you can sign digitally: Lease agreements
- What it is: Contracts for property leasing
- Why it matters: Clearly defines terms for property use
- Who creates it: Legal or real estate teams
- Who signs it: Property owners and lessees
- Customisation: Specific to the property and terms
11. Health and safety compliance forms
- What it is: Documents ensuring adherence to local safety and health regulations
- Why it matters: Helps meet legal requirements while prioritising the safety of staff and guests.
- Who creates it: Compliance officers or management.
- Who signs it: Employees or inspectors.
- Customisation: Standardised forms with occasional location-specific fields
12. Credit card authorisation forms
- What it is: Guest-provided authorisation for payment processing
- Why it matters: Secures payments while reducing risks of fraud
- Who creates it: Front desk or finance staff
- Who signs it: Guests
- Customisation: Typically standard, with details specific to the transaction
13. Incident report forms
- What it is: Documents detailing accidents or unexpected events on-site
- Why it matters: Ensures proper documentation for liability and insurance claims
- Who creates it: Staff members involved or management
- Who signs it: Witnesses, involved parties, and sometimes guests
- Customisation: Standard forms completed with incident-specific details
14. Banquet event orders (BEOs)
- What it is: Detailed outlines for catered events, including food, setup, and schedules
- Why it matters: Ensures all teams are aligned for smooth event execution
- Who creates it: Event planners
- Who signs it: Clients and department heads
- Customisation: Highly specific to each event
15. Travel agency agreements
- What it is: Contracts between hotels and travel agencies for guest bookings
- Why it matters: Expands the hotel’s booking channels and visibility
- Who creates it: Sales or marketing teams
- Who signs it: Hotel representatives and agency officials
- Customisation: Typically includes standard clauses, with commission structures varying
16. Group sales contracts
- What it is: Agreements for large group bookings, such as for conferences or tours
- Why it matters: Secures bulk reservations, boosting revenue
- Who creates it: Sales teams
- Who signs it: Group organisers
- Customisation: Tailored to group size, duration, and requirements
Read also: How Oneflow can help sales teams to close deals faster
17. Spa and wellness consent forms
- What it is: Guest consent forms for spa or wellness treatments
- Why it matters: Ensures the guest is informed of the treatment and any associated risks
- Who creates it: Spa management
- Who signs it: Guests
- Customisation: Standard forms with details on specific treatments
18. Pet policy agreements
- What it is: Contracts outlining hotel rules for guests traveling with pets
- Why it matters: Prevents misunderstandings and ensures property protection
- Who creates it: Front desk or management
- Who signs it: Guests with pets
- Customisation: Mostly standard, with guest-specific details
19. Data protection agreements
- What it is: Agreements to ensure compliance with data privacy laws like GDPR
- Why it matters: Protects guest data and ensures legal compliance
- Who creates it: Legal or IT teams
- Who signs it: Staff, vendors, or third-party partners
- Customisation: Largely standardised with legal-specific adjustments
20. Membership or loyalty program agreements
- What it is: Terms and conditions for joining loyalty programs
- Why it matters: Clarifies the benefits and responsibilities of membership
- Who creates it: Marketing or customer loyalty teams
- Who signs it: Guests or members
- Customisation: Typically standardised, with member-specific fields
Why hospitality leaders are adopting digital signatures
Radisson Hotel Group is a prime example of how digital transformation can pay off. By transitioning to digital processes, Radisson saw faster contract turnarounds, enhanced guest satisfaction, and significant cost savings. They digitised everything from guest registration forms to vendor contracts, improving both efficiency and their environmental footprint.
- The hospitality industry is about creating unforgettable experiences, not getting bogged down in paperwork
- Dynamic digital contracts increase contract turnaround time and sales booking
- Digital signatures have become a necessity for hospitality businesses looking to stay competitive with faster operations to greener practices