Operations
The Corporate Housing Move-In and Move-Out Checklist
A move-in and move-out checklist for corporate housing operators: unit readiness, paperwork, arrival, the first 48 hours, notice, inspection, deposit and turn.
Lease, license or occupancy agreement?
Corporate housing operators use different structures: a residential lease, a license or occupancy agreement, or a hotel-style registration. The name matters less than what the law in your state says about the stay. In many places an occupant who stays long enough gains tenant rights, which affects how you can end a stay, collect deposits and enter the unit. Your attorney will tell you which structure fits your stays and your state.
Who signs
Most corporate stays have three parties: you, the resident, and the company that pays. Common setups:
- The resident signs the occupancy agreement, and the company signs a client agreement that covers payment and responsibility for damage.
- The company signs for the resident, with the resident acknowledging the house rules.
- Both sign one agreement, with the company named as the responsible party.
Whichever you use, say clearly who pays rent, who pays for damage, and who can extend or end the stay.
What to include
| Section | What it should say |
|---|---|
| Parties | The operator, the resident, the paying company, and any guarantor |
| Premises | Address, unit, and that it is furnished, with the inventory attached |
| Term | Move-in and move-out dates, how extensions are requested and approved |
| Notice and early departure | Days of notice required, and what happens if the stay ends early |
| Rent and billing | Monthly rate, when invoices are issued and due, payment methods, late fees |
| Partial periods | How the first and last month are prorated (three methods) |
| Deposits and fees | Security deposit, pet deposit or fee, cleaning or admin fees, and refund timing |
| Taxes | Which lodging or sales taxes apply and when they stop |
| What is included | Utilities, internet, TV, housekeeping frequency, parking |
| Occupancy | Who may stay (permitted occupants), visitor limits, no subletting |
| Pets and smoking | Whether allowed, and the rules and charges |
| Access | Keys, codes, fobs, lockout fees and returning keys at move-out |
| Maintenance and entry | How to request repairs, and notice before you enter |
| Damage and inspections | Move-in and move-out inspections with photos, and how damage is charged |
| Insurance | Renter's insurance if required, and your liability limits |
| Community rules | Rules of the building or apartment community, attached |
| Default and termination | What happens if rent is not paid or rules are broken |
| Governing law and signatures | The state's law, and signatures, including electronic ones |
Addenda worth having
- Pet addendum: type and size of pet, fees or deposit, waste and noise rules, liability for damage.
- Insurance addendum: whether the resident must carry renter's insurance and at what limit.
- Community or building rules: especially when you master-lease units in an apartment community.
- Parking addendum: assigned space, permits and towing rules.
The client agreement
When a company pays, a separate agreement with that company saves arguments later. It usually covers payment terms (for example net 30), credit limits, PO numbers on invoices, who is liable for damage and unpaid charges, cancellation terms, and how residents are added under the agreement.
Signing electronically
Electronic signatures are generally valid in the United States under the federal ESIGN Act and the state laws based on the Uniform Electronic Transactions Act. Use a provider that records who signed, when and from where, and keep the signed copy with the resident's record. In Staylio, leases and addenda are sent from your own templates for e-signature and filed automatically.
Frequently asked questions
Is there a standard corporate housing lease agreement template?
There is no single standard. Operators start from a residential lease or occupancy agreement and adapt it for furnished stays of 30 nights or longer, company billing and extensions. Have a local attorney adapt it to your state.
Should the company or the resident sign the lease?
It depends on your structure. Often the resident signs the occupancy agreement and the paying company signs a separate client agreement covering payment and damage. Make it clear who is responsible for what.
Can a corporate housing agreement be signed electronically?
Generally yes. U.S. federal and state law recognize electronic signatures for most contracts, including leases. Keep a record of who signed and when.