Compare Two Hotel Rooming Lists (Free)

Why the hotel’s list never matches yours

Comparing rooming lists means putting the list you sent next to the list the hotel returned and checking guest, dates and room type line by line. Differences usually appear when the hotel keys names in by hand and when you change your list after sending it. Catch them before the hotel’s cutoff date and they are cheap to fix.

The usual suspects: a guest on your list but not the hotel’s, a guest still held that you removed, a check-in or check-out day that slipped, a different room type, and a name spelled another way. For the basics see what a rooming list is.

Rooming list comparison tool

Copy your list and the hotel’s returned list out of Excel and paste them in. The tool reads the headings itself; if it cannot, you pick the columns. What you paste never leaves your browser and is not saved.

How to read the result

1. On your list, not the hotel’s. The hotel may not hold a room for this guest. Ask in writing for them to be added before the cutoff.
2. On the hotel’s list, not yours. A room you did not ask for, or a guest you took off. Left alone it can reach the bill and the shortfall count.
3. Same guest, different details. The dates or room type disagree. Decide which list is right and correct the other.
4. Spelled differently. Same dates, nearly the same name. Use the name on the passport or ID; flight and transfer lists should carry the same name.
5. Repeated guest. The same person with the same dates on two rows risks a double room or a double charge.

The tool only shows where the two lists differ; which one is right is your call. To see rooms per night as well, use the room night calculator.

How to compare two rooming lists in Excel

Put your list on Sheet1 and the hotel’s on a sheet called Hotel, with name in A, check-in in B and check-out in C. In D2 of Sheet1 write this and fill it down:

=COUNTIFS(Hotel!$A:$A, A2, Hotel!$B:$B, B2, Hotel!$C:$C, C2)

A row that shows 0 is a guest the hotel does not have with that name and those dates. Build the same formula on the Hotel sheet the other way round to find guests the hotel has and you do not.

The limit: names must match exactly. “YILMAZ, AYSE” and “Ayşe Yılmaz”, “İpek” and “IPEK”, or one extra letter count as different people, and a room type or one-date difference stays hidden. The tool above treats those as the same guest and shows them separately.

How to send the differences back to the hotel

1. Put it in writing. A change made by phone or message may never reach the hotel’s record. Send every correction by email, collected in one list.
2. Keep one current version. Put a date or version number in the file name and ask the hotel to confirm which version it has processed.
3. Do it before the cutoff. Check the rooming list and cutoff dates in your contract; changes after them are at the hotel’s discretion. The attrition guide explains what those dates cost.
4. Log the changes. What you asked for, when, and what the hotel answered. The rooming list template shows the columns worth keeping.

Guest data and privacy

Name, check-in, check-out and room type are enough to compare. Keep passport numbers, dates of birth and phone numbers out of the file you share with the hotel unless they are needed: moving less personal data around is good practice under GDPR and Turkey’s KVKK alike. This tool does not send or store what you paste.