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Top 7 Mistakes Companies Make When Booking Staff Housing (and How to Avoid Them)
- August 12, 2025
- Rentaborg Team
- Blog
Providing adequate accommodation for travelling teams is more than a courtesy—it’s essential for employee productivity and project success. Yet many businesses still treat staff housing as an afterthought. The result? Hidden costs, last‑minute scrambling and unhappy employees. Below are seven common mistakes companies make when booking corporate housing and, most importantly, how to avoid them.
Mistake 1: Booking too late and paying premium rates
In Sweden’s largest cities—Gothenburg, Stockholm and Malmö—demand for long‑term corporate rentals often exceeds supply. Teams that wait until the last minute to source accommodation end up paying premium rates for the few units still available. Worse, they may have to split staff across multiple properties or resort to hotels, which quickly become expensive.
Avoid it: secure housing as soon as project dates are confirmed. Established providers like Rentaborg maintain a portfolio of fully furnished apartments in major hubs and can lock in predictable pricing. Early booking also gives you a choice of neighbourhoods—Norrmalm or Kista in Stockholm, Vasastan or Hisingen in Gothenburg—and allows time to negotiate a longer lease at a lower monthly rate. For guidance on selecting the right district, see our post on the top neighbourhoods for renting an apartment in Stockholm.
Mistake 2: Overlooking administrative workload
Coordinating housing internally seems simple until you factor in contracts, utilities, cleaning, maintenance and landlord communication. Managing multiple properties across cities drains HR and finance teams. Every hour spent chasing down invoices or mediating a plumbing issue is time away from core business. Inconsistent service also leads to frustration among staff who expect the same standards at each site.
Avoid it: choose a provider that handles the entire process end‑to‑end. Rentaborg not only furnishes and maintains the property but also manages guest communication, cleaning schedules and invoicing, allowing your team to focus on project delivery. Learn more about how Relocating to Sweden becomes smoother when you outsource housing logistics.
Mistake 3: Ignoring all‑inclusive pricing
A low monthly rent can be deceiving if utilities, Wi‑Fi, furniture, cleaning and maintenance are billed separately. These hidden expenses quickly erode any perceived savings. Some landlords also require tenants to set up utility accounts or pay deposits, creating additional administrative burden. Companies that ignore all‑inclusive pricing models risk unpredictable expenses and annoyed accounting teams.
Avoid it: insist on all‑inclusive corporate rental packages. When pricing includes utilities, high‑speed Wi‑Fi and regular maintenance, you can budget accurately and avoid surprises. In Rentaborg’s pricing breakdown, costs are tailored to workforce size and duration, and rates are fixed to prevent seasonal spikes.
Mistake 4: Choosing properties without workspace considerations
Staff on assignment need more than a bed. They need a quiet workspace, fast internet and ergonomic furniture. Companies that book tiny hotel rooms or sparsely furnished apartments compromise productivity. Renting several small rooms instead of one larger apartment also increases costs and reduces team cohesion.
Avoid it: prioritise properties with dedicated workspaces and reliable Wi‑Fi. Corporate apartments should include desks, comfortable chairs and enough square footage for staff to relax after work. Our article on fully furnished corporate homes outlines the essential amenities—furniture, appliances, linens and high‑speed internet—that differentiate a professional rental from a basic sublet.
Mistake 5: Assuming a one‑size‑fits‑all contract works
Every project is unique. A team of engineers working on a six‑month infrastructure project has different needs than consultants on a three‑week assignment. Yet some companies sign rigid leases that either tie them into long stays or leave them scrambling when a project extends. This inflexibility can lead to penalties or the need to relocate staff mid‑assignment.
Avoid it: negotiate flexible lease terms with your provider. Rentaborg offers contracts that can scale up or down according to project timelines—monthly extensions, notice periods and the ability to switch to larger or smaller units as team sizes change. This flexibility reduces the risk of empty beds or forced relocations and ensures you only pay for what you need. See our post on serviced apartments in Gothenburg for examples of tailored arrangements.
Mistake 6: Not considering location convenience
Housing far from work sites adds commuting stress and costs. Teams who spend hours travelling are less productive and more likely to request relocation. In cities like Gothenburg and Stockholm, traffic and transit connections vary by neighbourhood. Choosing a property without analysing proximity to job sites, public transport or essential services can lead to costly taxi bills and unhappy employees.
Avoid it: work with a provider that understands local geography. Rentaborg’s properties are strategically located near business hubs and transport corridors. For example, in Stockholm we offer apartments near Norrmalm’s commercial centre, Östermalm’s embassy district and Kista’s tech cluster. This reduces commute times and helps staff integrate into local communities. Our neighbourhood guide offers more detail on matching lifestyle and location.
Mistake 7: Neglecting the contract fine print
Finally, the biggest oversight is signing contracts without scrutinising service levels, cancellation clauses and support arrangements. Some landlords outsource maintenance and cleaning to third parties or charge extra for emergency repairs. Companies that overlook these details find themselves paying for repairs, replacement bedding or last‑minute cleaning.
Avoid it: demand transparency. Contracts should spell out what’s included—utilities, cleaning frequency, maintenance response times—and what incurs extra charges. Rentaborg’s agreements are designed for business clients: predictable monthly invoices, no hidden fees and 24/7 support. If a heating system fails at midnight, your team should know whom to call and how quickly it will be fixed. You can read more about our all‑inclusive approach in our comparison of hotels, Airbnb and structured corporate housing.
Conclusion: Avoid hidden costs with structured corporate housing
The hidden costs of corporate housing aren’t limited to rent. Poor planning, fragmented management and inflexible contracts inflate expenses and frustrate staff. By booking early, choosing all‑inclusive packages, prioritising work‑ready amenities and negotiating flexible terms, you can avoid the common pitfalls that trip up many companies.
As Sweden’s dedicated corporate housing specialist, Rentaborg helps businesses secure fully furnished apartments, serviced houses and staff accommodation across Gothenburg, Stockholm, Malmö and beyond. Our end‑to‑end service means you receive predictable pricing, flexible leases, and professional support—freeing your team to focus on what matters: delivering projects on time and within budget.
Ready to avoid the hidden costs of staff housing? Arrange your stay with Rentaborg or request a custom quote today. Your team—and your finance department—will thank you.
Hidden costs often come from late bookings, unmanaged utilities, cleaning fees, or ad-hoc rentals. Choosing all-inclusive staff accommodation through Rentaborg avoids these surprises.
Last-minute bookings usually mean paying premium nightly rates and settling for poor locations. Planning with Rentaborg ensures fixed pricing and better housing options.
At Rentaborg, fully furnished homes include furniture, kitchenware, utilities, Wi-Fi and maintenance. This prevents budget leaks from extra purchases or surprise bills.
Clear contracts define services, lease length, and pricing. Rentaborg’s agreements remove the risk of sudden cost hikes, hidden fees, or unexpected landlord issues.
Yes. Hotels and short-term rentals add up quickly, especially for teams. Corporate housing from Rentaborg provides more space, lower cost per employee, and predictable monthly billing.
