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.
Who pays in corporate housing
In a regular apartment, the tenant pays the deposit and the damage. In corporate housing there are usually two candidates:
- The resident, who caused the damage.
- The company, which booked the stay and may have agreed to cover damage.
Some operators collect deposits from residents. Others waive deposits for established corporate clients and invoice the client for damage instead. Either way, your client agreement should say who is liable, up to what amount, and how disputes are handled.
Evidence first
You cannot fairly charge for damage you cannot show. Two inspections make the record:
- Move-in: photos of every room, close-ups of anything already worn, the furniture inventory checked off, saved and dated.
- Move-out: the same rooms, the same angles, compared with the move-in photos, plus the inventory checked again.
Ask residents to report anything they find in the first 48 hours, and add it to the record. It protects them and you.
Wear and tear vs damage
| Normal wear and tear | Damage |
|---|---|
| Light scuffs on walls from furniture | Holes, gouges or marks needing repair and repaint |
| Carpet worn in walkways | Stains, burns or pet damage |
| Small nail holes from hanging pictures | Large holes or broken drywall |
| Faded curtains or blinds from sun | Torn or broken blinds |
| Loose door handles from use | Broken doors, locks or windows |
| Light wear on sofa fabric | Tears, burns or heavy stains |
| Dishes chipped over time | Missing kitchen items or broken appliances |
The longer the stay, the more wear is normal. Charging for ordinary wear erodes trust with corporate clients faster than almost anything else.
Pricing the damage
- Charge the reasonable cost to repair or replace, not the price of brand-new for an old item.
- Use real invoices from your vendors where you can, and attach them.
- Keep labor and materials separate on the statement.
- If an item was near the end of its life, charge a share of its value, not the whole.
The itemized statement
Send it within your state's deadline, with:
- The deposit amount held
- Each deduction, with a short description and the cost
- Photos from move-in and move-out for each item
- The balance refunded, or the amount still owed and how to pay it
If the company is paying, send it to the contact named in your client agreement, with the resident's name and dates.
Pet deposits and fees
Pets are common in corporate and insurance stays. Most operators charge a pet fee (not refundable), a pet deposit (refundable), or both, and set out the rules in a pet addendum. Check any state limits on deposits and fees.
Keep it in one record
Damage handled across phone photos, emails and a spreadsheet is hard to defend. In Staylio, inspections are documented with before and after photos, severity and who is liable, and deposit refunds post to the ledger along with the deductions.
Frequently asked questions
What is normal wear and tear in a furnished rental?
The gradual wear that comes from ordinary living: light scuffs, worn carpet in walkways, small nail holes and faded fabrics. Damage is harm beyond that, such as holes, burns, stains, broken items or missing inventory.
Can a company be charged for damage caused by its employee?
Yes, if your agreement with the company says so. Many corporate housing operators make the paying company responsible for damage and unpaid charges, which is why the client agreement matters.
How long do I have to return a security deposit?
It depends on your state. Many states set a deadline of a few weeks after move-out and require an itemized statement of deductions. Check your state's law.