If you host foreign guests in India, whether in a 120-key hotel, a six-room homestay or a backpacker hostel, you have a reporting duty that runs on a short clock. Each foreign guest has to be reported to the immigration authorities electronically within 24 hours of arrival. The form used to be known as Form C. It is now Form-III.
This guide explains the rule in plain terms, sets out a reliable way to file, and lists the mistakes that most often cause trouble at the front desk.
What Form-III is
Form-III is the report an accommodation provider sends to the Bureau of Immigration when a foreign national checks in. It records who the guest is, the passport and visa they hold, when they arrived, when they expect to leave and why they are visiting. The report goes to the Foreigners Regional Registration Office (FRRO) responsible for your area.
The Immigration and Foreigners Act, 2025 came into force on 1 September 2025 and replaced the older laws, including the Foreigners Act, 1946. Under the rules made under the new Act, the keeper of the accommodation must transmit Form-III electronically. In practice, Form-III is the successor to Form C, and many portals, notices and staff still use the old name.
Who must file
The duty falls on anyone who provides accommodation to a foreign national, not only on hotels. Official guidance names hotels, guest houses, dharamshalas, private houses, hospitals and universities, and state notices apply it equally to homestays and hostels. If a foreign guest sleeps under your roof for payment, assume the duty applies to you.
It applies to every foreign guest, one form per person. A couple travelling together means two reports; a group of eight backpackers means eight.
The 24-hour rule
Form-III must be submitted within 24 hours of the guest's arrival at your property. The clock starts at check-in, not at the end of the business day, so a guest who arrives at 11 pm on Friday must be reported by 11 pm on Saturday, weekend or not.
Enforcement is real. Police in Goa, for example, have publicly announced action against hosts who do not register foreign guests within 24 hours. Departures should also be recorded; whether a separate check-out submission is required has been described differently by different sources, so confirm the current practice with your local FRRO.
How to file, step by step
- Register once. Create a user account for your property on the Bureau of Immigration's Form-III service at indianfrro.gov.in. The FRRO reviews and approves the account. Some states ask for a signed and sealed application from the property, so check your FRRO's instructions.
- Collect the details at check-in. Take the guest's passport and visa, and record the arrival date, expected departure date and purpose of visit. Keep copies of the passport and visa pages as your FRRO directs.
- Submit the form online. Log in to the portal, or use the government's Indian Visa Su-Swagatam app, enter the guest's details and submit one form per guest.
- Keep the acknowledgement. Save the reference the portal returns against the guest's stay, so you can show the report was made on time.
- Record the departure. Note the actual check-out date, and follow your FRRO's guidance on reporting it.
Common mistakes
- Waiting for a quiet moment. Late-night arrivals and busy weekends are where the 24-hour window is most often missed.
- One form for a group. Each foreign guest needs their own report.
- Typing errors in passport or visa numbers. Copying from a photograph at a busy desk invites mistakes. Check every number against the document.
- Relying on one person. If only the manager holds the portal login, nothing is filed on their day off.
- Forgetting long stays and extensions. When a guest extends or changes rooms, make sure your records still match what was reported.
Record-keeping
Keep a clear record for every foreign guest: the details you submitted, the date and time of submission and the acknowledgement. Many states and cities also require a guest register for all guests, and some ask for regular reporting to the local police. These rules vary by place, so check with your local police station as well as the FRRO.
Guest identity documents are personal data. The Digital Personal Data Protection Rules, 2025 set out duties on notice, consent, security and retention, most of which apply from May 2027. Store copies securely, limit who can see them and do not keep them longer than you need to.
GuestHawk captures passport and visa details on the guest's phone before arrival and prepares Form-III at check-in, well inside the 24-hour window. See compliance on GuestHawk, and our guide to running a hostel in India if foreign backpackers are a large share of your guests.
Frequently asked questions
Is Form-III the same as Form C?
Form-III is the form used under the Immigration and Foreigners Act, 2025, and it replaces Form C. The purpose is the same: reporting a foreign guest's stay to the immigration authorities within 24 hours of arrival.
Does a homestay or hostel need to file Form-III?
Yes. The duty applies to anyone providing accommodation to a foreign national, including homestays, hostels, guest houses and private houses, not only to hotels.
What if the guest arrives late at night?
The 24 hours run from arrival, so a late check-in still has to be reported within 24 hours. Collecting details before arrival makes this far easier.
Do I need to file for guests with an OCI card?
Requirements for different categories of foreign national can differ. Ask your local FRRO how the rule applies to OCI cardholders and other categories before you decide not to file.
How does GuestHawk help with Form-III?
Guests share passport and visa details on their phone before they arrive, and GuestHawk prepares Form-III at check-in so it is ready to file well inside the 24-hour window. Book a demo to see it with your own property.