Quick answer: across India and most of Asia, hotels are legally required to record foreign guests. Expect to show your original passport (and in India, your visa) at check-in, and expect the hotel to make a copy or scan. Many hotels also take a security deposit on a credit card or in cash, may ask for a local address or onward travel details, and apply local taxes and fees that may or may not be included in the price you booked. Knowing these rules in advance makes arrival smoother and helps you avoid surprises.
For Canadians used to a quick credit card swipe at a North American hotel desk, check-in in Asia can feel more formal. Staff may ask for your passport several times, photograph your visa, ask where you are travelling next, or request a cash deposit. These are usually legal obligations, not red tape invented by the hotel. This guide explains the common rules country by country and gives practical tips for a smooth arrival.
Why hotels in Asia ask for your passport
Many countries require accommodation providers to register foreign guests with local authorities. The purpose is immigration control and public safety: authorities want to know where foreign visitors are staying. As a result, hotels generally cannot accept your Canadian driver’s licence instead of a passport, and they may refuse to check you in without it.
Keep your passport easily accessible when you arrive, along with a printed or digital copy of your visa or electronic travel authorisation where applicable. Losing time digging through luggage at the desk after a long flight is a common frustration.
India: Form C registration
In India, hotels and other accommodation that host foreign nationals must submit guest details to the immigration authorities through a registration process commonly known as Form C. For you, this means:
- The hotel will ask for your passport and Indian visa or e-Visa, and will typically scan or photocopy them.
- You may be asked for details such as your arrival date in India, your previous location and your next destination.
- Some hotels may take a photo of you at reception.
- Small guesthouses and homestays are also expected to register foreign guests, so do not be surprised if a family-run property asks for the same documents.
Occasionally, a small property may say it cannot host foreigners because it is not set up for this registration. That is why booking through a reliable platform and reading recent reviews from international guests is worthwhile. Before you travel, make sure your visa is in order with our India e-Visa guide for Canadians.
Couples and local ID rules
Some hotels in India have their own policies about unmarried couples or about local residents checking into hotels in their own city. These are hotel policies rather than national law, and they vary. If you are travelling with a partner from India or with Indian ID, read the property’s policies before booking.
Japan: passport copies for foreign guests
In Japan, accommodation providers are required to record the nationality and passport number of foreign guests who do not have an address in Japan, and to keep a copy of the passport. You will be asked to present your passport at check-in, and staff will scan or copy it. This applies at hotels, ryokan and registered vacation rentals.
Japanese hotels are known for punctual check-in and check-out times. Check-in often starts mid-afternoon and early arrival is not always possible, though most hotels will happily store your luggage. Many Japanese cities also charge a small accommodation tax per person per night, usually paid at the hotel. If Japan is on your list, see our guides to where to stay in Tokyo and where to stay in Kyoto.
Thailand: TM30 guest reporting
In Thailand, accommodation owners must notify immigration of foreign guests, a requirement commonly known as TM30. Hotels handle this automatically when you show your passport at check-in. Some smaller properties may also photocopy your arrival stamp or entry record. If you rent a condo or stay in private accommodation for a longer period, the owner is responsible for reporting your stay, and you should ask whether it has been done, since it can matter if you later extend your stay. Read our Thailand travel guide for Canadians for entry details.
Vietnam: temporary residence registration
Vietnam requires foreigners’ places of stay to be registered with the local police, a process called temporary residence registration. Hotels do this for you, which is why they will ask for your passport and visa. In some smaller guesthouses, staff may ask to keep your passport for a short time to complete the registration. It is reasonable to ask for it back as soon as possible, or to offer a photocopy instead. Never leave your passport as a deposit for motorbike rentals. See our guide to Vietnam from Canada for e-visa information.
Indonesia, Malaysia, Singapore and South Korea
Across the rest of the region, the pattern is similar: hotels ask for your passport, record or copy your details, and may take a deposit. In Bali, villas and guesthouses generally request passport details for registration. Singapore and South Korea have efficient, often digital check-in processes, sometimes with kiosks, but still require passport details from foreign guests.
Security deposits: what to expect
Many hotels in Asia request a security deposit at check-in to cover minibar use, damages or incidentals. Common practices include:
- Credit card pre-authorisation: a temporary hold on your card, released after check-out. Release times vary by bank and can take several days.
- Cash deposit: common at smaller hotels and guesthouses, refunded at check-out. Ask for a receipt.
- Passport retention: some small properties ask to hold your passport as a guarantee. Politely refuse and offer a cash deposit instead; your passport should stay with you.
Tip: use a credit card rather than a debit card for deposits, so the hold does not tie up your spending money. Let your bank know about your travel dates to avoid blocked transactions.
Taxes, service charges and fees
Prices shown in booking searches can differ from what you pay, depending on how taxes and fees are displayed. Common extras across Asia include:
- Goods and services or value-added tax applied to room rates, which may vary by price level.
- Service charges, common in higher-end hotels in parts of Southeast Asia.
- City or accommodation taxes charged per person per night in some destinations.
- Resort or facility fees at some beach properties.
Always look at the final total, including taxes and fees, before you book, and keep the confirmation that shows what is included. Our article on hotel booking mistakes that cost you money covers how to compare total prices properly.
Check-in and check-out times
Standard check-in times across Asia typically fall in the early to mid-afternoon, with check-out around late morning or noon. Long-haul flights from Canada often land very early in the morning or late at night, so:
- Request early check-in when booking, but do not count on it.
- For dawn arrivals, consider booking the room from the previous night so it is ready.
- For late-night arrivals, message the hotel to confirm 24-hour reception, especially at smaller guesthouses.
- Ask about luggage storage if your flight leaves late in the day.
A smooth check-in checklist
- Passport, plus visa or e-Visa printout where required.
- Booking confirmation, saved offline.
- Credit card in the name of the person who booked.
- Address of your next hotel or onward travel details, which some hotels ask for.
- Local currency in small notes for porters or deposits.
- Hotel phone number and address in the local language for taxi drivers.
Protecting your passport and personal data
It is normal for hotels to copy your passport, but you can still protect yourself. Keep your passport in the room safe when you do not need it, carry a copy when sightseeing where local law permits, and never hand it to anyone who is not hotel staff at the front desk. If your passport is lost or stolen abroad, contact the nearest Canadian embassy or consulate; the Government of Canada lost or stolen passport page explains what to do. Before you leave, make sure your passport is valid well beyond your return date; see our Canadian passport renewal guide.
Frequently asked questions
Why do hotels in India photocopy my passport?
Hotels in India must register foreign guests with immigration authorities, commonly through Form C. They need your passport and visa details to do so.
Can a hotel keep my passport?
A hotel may need to view and copy your passport, but it should be returned promptly. If a property asks to hold it as a deposit, offer a cash deposit instead.
Can I check into a hotel in Asia with a driver’s licence?
Generally no. Foreign guests are usually required to show a passport, because hotels must record passport details for local authorities.
Do Asian hotels take a security deposit?
Many do, either as a credit card hold or a cash deposit refunded at check-out. Using a credit card is usually the easiest option.
Are taxes included in hotel prices in Asia?
It depends on the destination and how the booking platform displays prices. Always check the final total including taxes, service charges and local fees before booking.
Final thoughts
Hotel check-in in India and Asia involves a little more paperwork than at home, but it quickly becomes routine. Carry your passport and visa, use a credit card for deposits, read the total price carefully and plan around check-in times after long flights. With those habits, every arrival will be smooth and you can focus on enjoying your trip.