What to know before requesting furnished housing options for employees, interns, relocations, or project teams
Use this checklist to gather the details that help a housing provider recommend the right furnished apartments, lease terms, locations, budget structure, and support model. Fill in what you know, flag what is still flexible, and share it with your housing partner before requesting options.
Use this checklist to track preferences and where you’re flexible. Share it with your housing partner so they can match you with the right apartments, lease terms, and budget.
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Request Snapshot
| Requested by | __________________________________ | Company / program | __________________________________ |
| Primary market(s) | __________________________________ | Target move-in date | __________________________________ |
| Estimated stay length | __________________________________ | Number of travelers / units | __________________________________ |
| Budget guidance | __________________________________ | Decision deadline | __________________________________ |
1. Stay Details
Start with the basic parameters. These details help narrow availability and avoid mismatched options.
Start with essential details to narrow availability and increase relevancy.
| Check | Planning Item | Notes / Details to Confirm |
|---|---|---|
| Destination city or market | Include preferred neighborhoods, suburbs, or boundaries when known. | |
| Move-in and move-out dates | Note whether dates are firm, flexible, staggered, or likely to change. | |
| Estimated length of stay | Include minimum term needs and whether extensions are likely. | |
| Number of employees and units | Clarify whether employees need individual apartments or can share larger units. | |
| Unit type and bedroom count | Studio, 1-bedroom, 2-bedroom, 3-bedroom, single-family home, or other setup. |
2. Location, Commute and Access
Corporate housing works best when location supports the reason for the stay.
Specify ideal locations for project housing.
| Check | Planning Item | Notes / Details to Confirm |
|---|---|---|
| Office, project site, campus, or training address | Provide the primary destination address and any secondary locations. | |
| Maximum commute tolerance | Define ideal drive time, public transit access, walkability, or shuttle needs. | |
| Transportation needs | Parking, EV charging, airport proximity, public transit, or rental car considerations. | |
| Schedule considerations | Shift work, early starts, rotating crews, weekend work, or after hours access. |
3. Employee and Traveler Needs
Small details can make a major difference in comfort, compliance, and employee experience.
Help your provider understand priorities to create the best possible experience.
| Check | Planning Item | Notes / Details to Confirm |
|---|---|---|
| Pet requirements | Type, breed, weight, pet fees, and any property restrictions. | |
| Family or dependent needs | School proximity, extra bedrooms, family-friendly amenities, or crib/highchair needs/ | |
| Accessibility needs | Elevator access, first-floor units, accessible parking, or mobility considerations/ | |
| Work-from-home needs | Reliable internet, desk space, quiet environment, or meeting-friendly layout. | |
| Must-have amenities | Laundry, full kitchen, gym, pool, outdoor space, security, package handling, or housekeeping. |
4. Budget, Billing and Reporting
Clarify what should be included in the rate so options can be compared accurately.
Clarify what you want included in the rate so your partner can give you accurate options to compare.
| Check | Planning Item | Notes / Details to Confirm |
|---|---|---|
| Budget range or policy limit | Monthly budget, per diem guidance, project budget, or relocation allowance. | |
| Rate inclusions | Furniture, houseware, utilities, internet, parking, taxes, fees, and cleaning expectations. | |
| Billing contact and approval process | Who approves, who receives invoices, and whether a PO or cost center is required. | |
| Reporting needs | Clarify whether employees need individual apartments or can share larger units.Consolidated billing, project codes, employee lists, cost summaries, or occupancy reporting. | |
| Payment preferences | Direct bill, credit card, ACH, client-paid, employee-paid, or split billing. |
5. Lease Flexibility and Change Management
Flexible terms are often the difference between a smooth program and administrative stress.
Provide details about your flexibility to ensure a frictionless solution.
| Check | Planning Item | Notes / Details to Confirm |
|---|---|---|
| Minimum stay requirements | Confirm whether the stay needs 30+ days, month-to-month flexibility, or a fixed term. | |
| Extension likelihood | Note who approves extensions and how much notice is typically available. | |
| Early departure needs | Ask how early departures, date changes, and termination notices are handled. | |
| Staggered move-ins or move-outs | Important for intern groups, project teams, training cohorts, or phased relocations. | |
| Guest changes | Clarify whether travelers may rotate in and out of the same unit during a project. |
6. Program Type and Scale
Different housing programs require different levels of planning, support, and coordination.
Share program details, compliance requirements, and desired amount of support.
| Check | Planning Item | Notes / Details to Confirm |
|---|---|---|
| Relocation or new-hire support | Consider family needs, school timing, lease flexibility, and proximity to the new workplace. | |
| Intern or training program | Plan for consistent locations, group proximity, safety, budget control, and arrival coordination. | |
| Project team or workforce housing | Prioritize scalability, commute, reporting, parking, and flexible extension management. | |
| Multi-city or global program | Confirm whether one provider can support multiple markets with consistent service and billing. | |
| Compliance requirements | Government, per diem, insurance, procurement, risk, security, or documentation needs. |
7. Service and Support Expectations
The right provider should make the housing process easier for both the company and the traveler.
Set expectations by understanding processes.
| Check | Planning Item | Notes / Details to Confirm |
|---|---|---|
| Dedicated point of contact | Identify who coordinates options, approvals, move-ins, extensions, and issue resolution. | |
| Move-in communication | Confirm arrival instructions, keys/access, parking, Wi-Fi, and emergency contacts. | |
| Maintenance process | Ask how service requests are submitted, tracked, and escalated. | |
| After-hours support | Confirm whether travelers have 24/7 support for urgent needs. | |
| Employee communication support | Templates, check-in instructions, local information, or arrival guides. |
Questions to Ask Before You Book
| Question | Why it matters |
|---|---|
| What is included in the quoted rate? | Helps compare total cost instead of looking only at the base monthly rate. |
| What lease terms are available? | Confirms minimum stay, extension rules, early departure options, and notice requirements. |
| How are pets, parking, and utilities handled? | These details can affect both traveler satisfaction and total program cost. |
| What happens if dates or headcount change? | Important for relocations, intern programs, and project-based work with shifting timelines. |
| Can the provider support multiple employees or markets? | Determines whether the solution can scale beyond a one-off stay. |
| What reporting or invoicing can be provided? | Supports finance, procurement, project tracking, and internal visibility. |
| What support is available after move-in? | Ensures travelers know who to contact when issues, questions, or emergencies arise. |
Quick Fit Guide
| Housing need | Prioritize | Watch for |
|---|---|---|
| Employee relocation | Lease flexibility, family needs, commute, school timing, furnished setup | Date changes, temporary-to-permanent transitions, pet needs |
| Intern program | Group proximity, safety, budget control, move-in coordination, consistent experience | Staggered arrivals, parking limits, shared-unit expectations |
| Project team | Scalability, jobsite proximity, reporting, parking, extension management | Rotating crews, shifting timelines, project codes |
| Traveling employee with a pet | Pet-friendly inventory, clear fees, breed/weight restrictions | Limited availability and added approvals |
Ready to Request Options?
Share this completed checklist with your housing partner or National Corporate Housing contact. The more detail you provide upfront, the easier it is to recommend furnished housing options that align with your timeline, budget, traveler needs, and business goals.
Want to speak to a housing specialist? Contact us below to request more information.
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