If you’ve traveled internationally, chances are you’ve experienced this. You finally get to your hotel in, say, Italy or Japan. As you complete the check-in process, the clerk at the front desk asks for the passports of everyone in your party, so they can make a copy of them.
If there’s one bit of travel advice we’ve all had drummed into us, it’s to protect our passport. Losing it, or even just having marks, a ripped page, or water stains on it can mean you’re going to have to get a new one before you can travel anywhere else (including getting back home, if it happens overseas). We’ve also all heard horror stories about passports being stolen or falling into the wrong hands.
I don’t remember the first time I traveled internationally and was asked for my passport so they could make a copy of it. But I sure remember how I felt – scared and defensive – because my first thought was, “Why on earth do you need my passport?”
Why do hotels make a copy of your passport?
Full disclosure: The first few times it happened to me were long before smartphones and Google. Back then, there wasn’t an easy way to stand in a hotel lobby and instantly find out whether this was normal, or whether I should be worried. But trying to find out information like “Why does this hotel want a copy of my passport, and is that even legal?” wasn’t something one could look up on a phone back then because smartphones hadn’t been invented yet.
Is it even legal for hotels to do that?
Of course, nowadays it’s easy to look stuff up, even if you’re in a hotel lobby in Venice or Kyoto. So here’s the answer:
Yes, it’s 100% legal. And in many countries, accommodations (motels, hotels, hostels, B&Bs, etc.) are required to keep a copy of their guests’ passports if those guests are visiting from a different country. It’s done so the government can keep track of their foreign visitors.
Why do governments require it?
More specifically, it helps:
- prevent fraudulent activities
- ensure that guests are staying in the country legally and are abiding by local regulations
- compliance with immigration laws
- combat human trafficking
- cooperation with law enforcement agencies
When and how do hotels collect passport copies?
Sometimes a hotelier will ask you for an electronic copy of it before your arrival. Other times they’ll ask for your passport and copy what they need, when you check in. Years ago, it wasn’t unusual for a hotel to hang onto your passport for a few hours—or even overnight. Thankfully, that’s much less common today.
Again, not every country does it. But several do.
Is it safe for hotels to make a copy of your passport?
Of course, anyone working at an establishment could be less than legit. But if you’re staying at a reputable place, generally speaking, yes, it’s safe for them to make a copy of your passport. And since you can’t stay there without doing so, it’s kind of a moot point.
But because this is a requirement, it’s also a good reason to stay at reputable places.
Can a hotel misuse my passport information?
Again, any one person working at a hotel could be doing some nasty stuff. However, reputable hotels have strong security measures in place to protect their guests’ information (I mean, look at all the credit card names and numbers they have, too). There would undoubtedly be serious legal implications if something happened. So while it’s technically possible, it’s also extremely unlikely if you’re staying at a reputable hotel.
How long do hotels keep your passport information?
Just as long as they’re required to by the laws in that country. The laws also typically require them to safely dispose of said info once that time has passed.
Can you avoid giving your passport to a hotel?
Potentially. It depends on the hotel.
Some hotels will ask for you to email them a copy of your passport before you even arrive. Others will be happy with a paper copy, that you could make on your own and hand to the front desk when you get there.
However it’s still possible that some hoteliers will require you to hand over your passport, in person, so they can make a copy. If the hotel is legally required to collect your passport information and you refuse, don’t be surprised if they refuse to check you in.
The first time a hotel asked to copy my passport, I honestly thought it seemed a little suspicious.
Now I barely think twice about it.
In many countries, it’s simply part of the check-in process—just like handing over a credit card for incidentals. As long as you’re staying at a reputable hotel, the staff isn’t being nosy or trying to collect souvenirs from foreign travelers. They’re simply following the law.
So the next time you’re handed back your passport after a quick trip through the copier, you can breathe a little easier. They’re not trying to make your vacation more complicated.
They’re just doing what their government requires them to do.
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