Cancel or Correct a SES.HOSPEDAJES Guest Report

SES.HOSPEDAJES was built to receive guest reports, not to undo them. And undoing them comes up more often than you would expect: the extra digit in a passport number, last month’s checkout date, or a booking that fell through at eleven at night with a traveller who never turned up.

In every one of those cases the submission already sits in the Ministry’s registry, and nothing on the portal tells you which option fits which case. The vocabulary is its own small trap for English speakers: the portal’s word for withdrawing a report already filed is anular, an annulment, while “cancel” is what the guest does to the booking. They are two different events, with two different consequences.

It is worth fixing the clock everything here hangs off first, because Article 6.3 of Royal Decree 933/2021 does not set one deadline. It sets two moments, and each opens 24 hours of its own.

“This communication shall be made immediately, and in any case within a period no longer than 24 hours, respectively, from the following moments: a) On making the booking or formalising the contract or, where applicable, its annulment. b) On the start of the contracted services.”

Look at letter a): the annulment of the booking is inside it, “o, en su caso, su anulación” in the original. Cancelling is not merely undoing something you already filed, it is a reportable event in its own right, with 24 hours counted from the moment it happens. That is the practical difference from a mistyped field, which opens no fresh deadline at all.

That deadline, though, hangs off the reserva de hospedaje, the communication of letter a), and not off the parte de viajeros, which is letter b)‘s. The distinction changes whose hurry it is. If the sale came through Booking or Airbnb, the booking and its cancellation belong to the platform, an obliged subject in its own right, so those 24 hours are not yours and there is nothing for you to do inside them. Your side of a cancellation is shorter: undo your own report, and only if it had already gone out. The split between the two communications is set out in reserva de hospedaje or parte de viajeros.

What the royal decree does not regulate anywhere is the act of withdrawing a communication already sent. The word “anulación” appears exactly once in its whole text, and it is the booking’s. The operation exists on the portal, not in the rule: it is what the Ministry’s visual guide documents as annulling a communication already sent². Our reading is that this is the route by which a report already filed is withdrawn from the registry when the stay never happens.

Correct or annul: which one applies

Before you touch anything, place your case in one of these six rows. The deadline column is what changes the urgency.

The mental rule is simple. The Ministry’s registry must reflect who actually stayed, and once. If the stay happened but a field was wrong, one good version has to remain; if the stay never happened, none should.

The last row is the one that wastes the most time, because it looks like an annulment case and is not. A rejected communication never got registered: there is no report on file, so there is nothing to withdraw, and a manager hunting the communications lookup for it to annul is hunting something that does not exist. What it calls for is a fresh submission with the field corrected. And the urgency is not that of an ordinary correction: because the rejection left the stay unreported, the clock still running is the original one, the 24 hours of letter b). The Ministry’s coded errors explain which field killed each batch.

Find the submission batch in SES.HOSPEDAJES

Every submission to SES.HOSPEDAJES is grouped into a batch (lote) with its own identifier, and the portal lets you act on the whole batch or on a single communication. You make that choice at the start, and the Ministry’s visual guide states it in the same step:

“Select the type of communication you wish to annul. Should you wish to annul a batch rather than a communication, select the ‘Lotes’ section.”

For a single wrong field you want the individual communication, not the batch: annulling the whole batch also withdraws the correct reports that travelled in the same submission, and you have to redo them. The lookup of communications already filed offers the same choice and is where you see each submission’s status³.

Before you log in, have these to hand:

• The identifier of the batch, or of the communication, you mean to touch.
• The establishment code the report was filed under.
• The digital certificate you registered with, or your platform access credentials.
• The correct data, already checked against the guest’s document, if you are going to resend.

If you submit through guest-registration software, the batch identifier usually appears in the tool’s own activity log, which saves the search.

How to annul a submitted report

Annulment is the only one of the two operations the official documentation describes by name: the Ministry’s visual guide gives it a whole section, number 10, where the process also appears as a baja de comunicación, a withdrawal².

1. Log into the SES.HOSPEDAJES portal with your digital certificate or your access credentials.
2. Open the procedure for annulling a communication already sent.
3. Choose the type of communication you are annulling; if what you are withdrawing is a whole submission, go into the “Lotes” section.
4. Locate the communication (or the batch) and select it.
5. Confirm the annulment and wait for the message in which the system accepts the withdrawal.
6. Keep that receipt, with its date.

How to correct a submitted report

Do not expect an “edit” button on a report already registered. Question 26 of the Ministry’s official FAQ puts exactly that case, what to do when a field of a booking changes, and settles it in one line:

“Yes, the modification of any of the data shall give rise to the obligation of a fresh communication.”

For you that means one concrete thing: a wrongly sent field is not edited, it is replaced. The correction is not one operation, it is two.

1. Locate the batch and the communication, as for an annulment.
2. Annul the communication carrying the wrong field, so two live versions of the same stay do not remain.
3. Send a new communication with all the correct data, not just the field that changed.
4. Keep both receipts, the annulment and the resend, with their dates.

That order matters. If you send the good report without annulling the first, the Ministry’s registry holds two communications contradicting each other about the same stay, and that inconsistency is harder to explain than the original error.

Neither the royal decree nor the visual guide describes a direct correction on a report already sent. The documented route is this one: annul, then communicate again.

Mistakes to avoid when correcting or annulling a report

• Resending without annulling. You send the good report and leave the first one alive, so the registry holds two communications that contradict each other. Annul the wrong one and leave a single version.
• Leaving the report alive after a cancellation. The registry says someone stayed when nobody did. Annul it as soon as the cancellation is confirmed, even though withdrawing your report carries no deadline of its own.
• Searching the lookup for a rejected communication. It is not there, because it never got registered. What is missing is a fresh submission, not an annulment.
• Annulling the whole batch to fix one report. You withdraw the correct communications that went in the same submission along with it, and have to redo them all.
• Sitting on it. Correcting a field carries no deadline of its own, but the closer to the original submission, the cleaner the audit trail.

Keep the penalty frame in view too, because not every slip weighs the same. Question 24 of the Ministry’s official FAQ sorts the conduct into two groups⁵:

• Minor infringements, 100 to 600 euros: transmitting false data, errors in the guests’ data, partial omission of information and communicating outside the deadline.
• Serious infringements, 601 to 30,000 euros: not appearing in the registry as an accommodation provider, and not communicating guest data to the authorities.

Translated to your case: a field sent wrong, even corrected late, stays in the minor band. The serious one is the report that never goes out at all.

FAQ

Can I annul a report if the guest cancelled the booking? Yes, a report whose booking was cancelled is annulled, so the registry does not say someone stayed when nobody did, and it is only needed if the report had already gone out. Separate the two clocks before you rush: the 24 hours Article 6.3 of Royal Decree 933/2021 opens on a cancellation belong to the reserva de hospedaje, and on a Booking or Airbnb sale that communication falls to the platform, not to you. Withdrawing your own report carries no deadline of its own, so do it as soon as the cancellation is confirmed and keep the receipt.

Does a rejected communication have to be annulled? A rejected communication does not have to be annulled, because it never got registered: it does not exist in the Ministry’s registry and there is nothing to withdraw. What it calls for is a fresh submission with the field corrected, and quickly, because a rejection leaves the stay unreported and the deadline still running is the original one.

What if the 24 hours have passed when I spot an error? Once the 24 hours have passed you still put the error right: you annul the wrong communication and send the good one. Those 24 hours are the deadline for the original submission, not an expiry date on fixing it, and a field corrected late beats a wrong field made permanent.

Does resending a corrected report count as filing late? Resending a corrected report is not the same as having filed late. The original report went out inside its 24 hours; what you do afterwards is leave the registry coherent. Keep the annulment receipt and the resend receipt so you can prove it.

How to avoid corrections: digital check-in and validation

Almost every correction starts the same way: data typed by hand from a document, in a hurry, on arrival day. With digital check-in the guest enters their own data before arriving, the system validates it against the RD 933/2021 rules⁶, and the report goes out clean the first time. That is how RegistroViajero works: see it in action.

And when something still changes at the last minute, the Ministry’s coded errors have their own guide.

Exact menu names on the SES.HOSPEDAJES portal may vary between Ministry updates. This guide reflects the general flow at the date of publication.