A Relocation Manager's Guide to Corporate Housing

For relocation managers, HR professionals, and mobility coordinators, corporate housing is one of the most practical tools in your relocation toolkit — when you know how to use it effectively. This guide covers everything you need to know: from understanding what corporate housing is, to evaluating providers, to managing multiple employees, to handling the complexities that inevitably arise.

Understanding Corporate Housing: A Quick Definition for the Non-Expert

Corporate housing is professionally managed, fully furnished apartment housing available on a monthly basis. Unlike hotels, corporate apartments provide a full living space — kitchen, living room, bedroom — with all utilities, internet, and household essentials bundled into a single monthly rate. Unlike traditional leases, they require no long-term commitment, no furniture, and minimal setup overhead.

For relocating employees, corporate housing bridges the gap between their departure from their previous home and the establishment of permanent housing in the new location. For project employees, it provides a consistent, professional living situation for the duration of an assignment.

When to Use Corporate Housing vs Other Options

Use Corporate Housing When:

• The employee’s stay is 30 days to 12 months or more
• The destination is unfamiliar and the employee needs time to find permanent housing
• Speed of placement matters — corporate housing can be arranged in days
• The employee is on a project assignment with a defined but potentially flexible end date
• You are managing multiple employees in the same market and need consolidated billing
• The employee has a family and needs space and a proper kitchen

Consider Alternatives When:

• The stay is fewer than 30 days (a hotel may be more appropriate)
• The employee is relocating permanently and wants to immediately sign a standard lease
• The destination city has no corporate housing provider with available inventory

How to Evaluate a Corporate Housing Provider

Not all corporate housing providers are equal. When evaluating a provider for your organization, consider these factors:

• Quality standards: How are apartments inspected and maintained? Can you see photos of actual available units, not just stock photography? What is the move-in checklist?
• Billing flexibility: Can the provider invoice directly to your company? Do they provide proper business documentation (W-9, itemized invoices)? Can they work within your expense management system?
• Geographic coverage: Does the provider serve all the markets where you regularly place employees? HSSA covers Ohio, Indiana, Kentucky, Pennsylvania, and Wisconsin.
• Pet policies: Many relocating employees have pets. Understanding the provider’s pet policy — which units accept pets, breed restrictions, pet deposits — is essential.
• Responsiveness: How quickly does the provider respond to housing requests? For urgent placements (new hire starting in two weeks, insurance displacement), response time matters.
• Extension and early departure flexibility: Relocation timelines change. A good provider works with you, not against you, when an employee needs to stay longer or leave early.
• References and reputation: Ask for references from other HR or relocation contacts. Check reviews.

Setting Up a Corporate Account with HSSA

Establishing a corporate account with Home Street Serviced Apartments is straightforward. Contact our team and provide:

• Company name and billing information
• Your company’s W-9 or vendor setup requirements
• Primary contacts for housing requests and billing
• Anticipated volume and markets (even as rough estimates)

HSSA will assign a dedicated account contact, establish direct billing, and brief you on current inventory across our markets. From there, placing housing requests is as simple as contacting your account rep with the employee’s details and move-in date.

Managing Multiple Employees Simultaneously

When you are managing housing for several employees at once — a new cohort of project staff, multiple relocating hires, an intern class — organization is critical. Best practices:

• Create a simple tracking spreadsheet with employee name, market, move-in date, initial term, and extension status
• Flag extension discussions at least three weeks before each employee’s scheduled move-out
• Designate a backup contact at HSSA for urgent requests when your primary contact is unavailable
• Establish a single billing cycle (e.g., all invoices due on the 1st) to simplify your accounts payable process

Handling Extensions and Early Departures

Extensions: The most common scenario is an employee whose project or relocation timeline extends beyond the original lease term. Contact HSSA as soon as you have a reasonable indication that an extension will be needed — ideally three to four weeks before the end of the current term. Early communication gives HSSA the best chance to hold the unit and prevents the employee from needing to move out and back in.

Early departures: If an employee’s assignment ends earlier than planned, communicate with HSSA immediately. The reservation paperwork will govern any early departure provisions, but HSSA works collaboratively with corporate clients to find reasonable solutions. Providing as much notice as possible is always the best approach.

Common Challenges and How HSSA Handles Them

• Last-minute requests: Need housing in five days? Contact HSSA as soon as you know. While earlier notice always creates more options, HSSA maintains a real-time view of availability and can often accommodate urgent placements.
• Employee complaints: If an employee has a concern about their apartment — maintenance issue, equipment failure, noise — the correct path is to contact HSSA directly. Our team addresses maintenance issues promptly and takes guest satisfaction seriously.
• Billing questions: HSSA provides itemized monthly invoices. Any billing question should go directly to your HSSA account contact. Most billing questions resolve quickly with a single email.
• Employee refuses to leave: Rare, but it happens. HSSA handles lease compliance professionally and in accordance with local landlord-tenant law. Communicate early if you anticipate a difficult departure situation.

Relocation Manager Checklist

When initiating a housing placement, gather this information for each employee:

• Full legal name
• Move-in date (and any flexibility on that date)
• Estimated move-out date or stay length
• Target city or specific location requirement (proximity to a facility, campus, etc.)
• Number of occupants
• Pets (type, size, breed)
• Any accessibility requirements
• Parking needs
• Budget cap (if applicable)
• Employer billing authorization (if direct billing)
• Renter’s insurance confirmation

Providing complete information upfront allows HSSA to match the employee to an appropriate unit quickly and accurately, reducing back-and-forth and accelerating the placement process.