Traveller reports to the Ministry of the Interior

Traveller reporting for holiday lets in Menorca, Mallorca, Ibiza and Formentera

Since Royal Decree 933/2021, anyone providing a lodging service must keep a documentary record of their guests and report their details to the State Secretariat for Security, through the Ministry of the Interior’s Lodging System. Letting a house for a fortnight in summer is enough to be inside its scope.

What has to be reported for each traveller is their identity and document details, date of birth, nationality, residence and contact details, the relationship where minors are travelling, and the contract and payment details of the stay. It is not a form anyone fills in from memory at eleven at night.

Two filings per stay, and they are not the same

When the booking is made, you report who is booking. At the start of the stay, you file the traveller report itself, with everyone staying and their documents, within twenty-four hours.

They are separate duties and the second does not cover the first. It is the commonest mistake among those starting out: having reported the booking and believing that is that.

Sending is not reporting

This is what most people take for granted, and it is where compliance quietly fails.

When a batch is sent, the Ministry confirms it has received it and returns a number. That does not mean it has been reported: the system processes it afterwards, and the filings that fail are not stored anywhere. The batch has to be queried again until its status is final, and only then do you know, report by report, which has its confirmation code and which fell out with an error.

Whoever stops at the acknowledgement believes they met the twenty-four-hour deadline without having reported anybody. Our service keeps those two states deliberately apart — sent and reported — and does not treat a stay as done until the second.

How we run it

Each host files under their own code and their own credentials, held encrypted. The firm watches, warns and helps correct; it signs for nobody, which is why the internal panel has no button to file on someone else’s behalf.

What it does have is what gets looked at every morning: arrivals more than twenty-four hours old with no report, rejected filings and batches still open. That watch is the service. A system that sends and does not check leaves the failure where nobody sees it until an inspection arrives.

The dropdowns — document types, sex, relationships, payment types — are the Ministry’s own official tables, queried from its catalogue rather than copied by hand, and every field is validated against its rules before being sent. The fewer rejections, the fewer deadlines cut fine.

We always start in the Ministry’s test environment and move to production property by property, deliberately: from that moment on, every filing is a real transfer of personal data and cannot be undone by sending something else.

What you need to start

You need to be registered as a host on the Ministry of the Interior’s electronic office, with a digital certificate or Cl@ve, and to obtain three things from it: your host code, an establishment code for each property, and the web-service credentials, which are not the portal ones. Without an establishment code, a property cannot report a single guest.

No third party can do that registration for you. What we do is guide you, tell you exactly what to tick — web-service filing has to be asked for — and check everything is in place before the first report.

Let your guest fill it in

The details the Ministry requires are held by one person: the traveller. With online check-in, your guest enters them before arriving; the stay reaches you completed and validated, ready to review and file. Same work, without the transcription by hand — which is where most rejections come from.

Related services

If you have doubts about the property’s tourist registration, see legal services.

Official Sources

• Royal Decree 933/2021 on documentary records and lodging information
• Organic Law 4/2015 on the protection of public safety