CARDOTEL · BUYER WORKSHEET · 7 OCTOBER 2026
Hotel key card specification & sample checklist
Complete this worksheet with your supplier and authorized property team. This is a blank purchasing aid, not a certificate, a completed test report or a compatibility guarantee.
Prepare your request
Print a blank copy or save it as a PDF, then complete it with your team. Start with the details you know; confirm unknown credential requirements with your authorized system provider.
This worksheet is not an online form. To send a request, use the links below. After submitting, use the inquiry reference to send your completed worksheet, artwork or photos by email or WhatsApp.
Quotes and sample contents, charges and dates are confirmed for your project. Return to hotel key cards.
1. Property and order
| Property / project reference | |
|---|---|
| Quantity per design / property | |
| Destination / order arrival needed by | |
| Quote reference / revision / date / valid until |
2. Credential and physical specification
| Lock brand, model and version | |
|---|---|
| Software / encoder model and version | |
| Chip manufacturer and exact part | |
| Authorized credential preparation | Confirm requirements with your system provider. Do not enter secret keys. |
| Magstripe, if required | Specify coercivity, track layout and encoder requirements. |
| Material / size / thickness / tolerances | |
| Artwork revision / finish / packing |
3. Quote completeness
- MOQ confirmed per chip, material and artwork; quantities and unit prices stated.
- Currency, setup and sample charges, freight, duties/taxes and delivery term stated.
- Payment conditions and quote validity recorded against the agreed revision.
- Sample purpose, required sample arrival, dispatch and transit agreed separately from order production and arrival.
- Digital layout approval, physical print/material review and on-site credential tests recorded separately.
- Relevant technical/material reports reviewed for item, issuer, date and scope.
- Inspection criteria and the manufacturing-defect process agreed in writing.
4. On-site sample acceptance
Use authorized test credentials and record results through your normal property procedures. Never put guest details, live access credentials or system security keys on this worksheet.
| Sample reference / quantity / test date | |
|---|---|
| Sample purpose / sample arrival needed by | |
| Tested by / software and encoder | |
| Lock / reader models and versions |
| Test | Pass / fail / not applicable and notes |
|---|---|
| Enroll and encode in property system | |
| Guest room access on intended models | |
| Elevator / shared-area access, if configured | |
| Validity period and expiry | |
| Reissue / replacement workflow | |
| Physical fit and handling in encoder | |
| Printed proof: artwork, color and finish |
5. Production release
| Accepted specification / artwork revision | |
|---|---|
| Outstanding issues / retest required | |
| Approved by / date |
A chip read test alone does not establish compatibility. Reconfirm requirements when the locking system, credential preparation, chip, card body or encoder changes.