How to Arrange Temporary Accommodation for an Employee Starting Next Month
Hiring a new employee is one thing. Making sure they have somewhere comfortable to live when they arrive is another.
If your company is bringing an international employee to Rotterdam next month, arranging accommodation should be part of the onboarding process. Finding a suitable apartment takes planning, especially when the employee is moving from abroad and does not yet know the city.
The good news is that temporary accommodation can make the transition easier. With the right information and a clear plan, you can arrange a furnished apartment that allows your new employee to settle in and focus on their new role.
Here is what to consider when arranging temporary accommodation for an employee who is starting next month.
1. Establish the employee's accommodation needs
Before looking at available apartments, clarify what your employee actually needs.
The right accommodation depends on the length of the assignment, the employee's personal circumstances and where they will be working.
Start by confirming the following:
Arrival date: When will the employee arrive in Rotterdam?
Length of stay: Is the accommodation needed for one month, three months or longer?
Household: Will the employee be travelling alone or with a partner or family?
Work location: Where is the office, project site or usual workplace?
Budget: What is the company's accommodation budget?
Practical requirements: Does the employee need parking, public transport nearby, a workspace or specific facilities?
Having these details ready makes it easier to narrow down the options and avoid spending time on apartments that are not suitable.
2. Decide how long the temporary accommodation is needed
One of the first questions to answer is whether the employee needs a short-term landing place or accommodation for the entire assignment.
For example, an employee relocating permanently to Rotterdam might need a furnished apartment for the first two months while searching for a long-term home.
A consultant joining a six-month project, on the other hand, may need temporary accommodation for the full assignment.
This distinction matters because the expected rental period can influence availability, pricing and the type of accommodation that makes sense.
If the employee's long-term plans are uncertain, ask about extension options before making a booking. It is much easier to understand the conditions in advance than to arrange a last-minute extension later.
3. Choose the right type of accommodation
There are several options for employees who need somewhere to stay temporarily.
Hotels
Hotels can work well for short business trips. However, for an employee staying for several weeks or months, a hotel room may offer limited space and fewer facilities for everyday living.
Holiday rentals
Holiday rental platforms offer furnished properties in different locations and price ranges. The available facilities, booking conditions and invoicing arrangements vary between properties. Companies should check the total cost and rental terms carefully, particularly for longer stays.
Corporate apartments
Corporate apartments are designed for professionals who need temporary accommodation for work or relocation. A furnished apartment typically provides a living area, bedroom, kitchen and essential household facilities. Depending on the property, internet, utilities and other amenities may also be included.
For employees who need a comfortable place to live while getting established in Rotterdam, this can be a practical alternative to a hotel.
4. Start looking as early as possible
If your employee starts next month, now is the time to organise accommodation. Waiting until the final week can limit your options, especially if the employee has specific requirements or needs to live close to a particular workplace.
Starting early gives you time to compare properties, confirm the total price, review rental conditions and arrange the necessary paperwork.
You do not need to have every detail of the employee's relocation finalised before starting the search. An estimated arrival date, expected length of stay and realistic budget are often enough to begin exploring suitable options. Once the details are confirmed, you can finalise the booking.
5. Check the total cost, not just the monthly rent
When comparing temporary accommodation, make sure you understand what is included in the quoted price. Depending on the provider, additional charges may apply for utilities, internet, cleaning, deposits or other services.
Before confirming a booking, ask for a breakdown of the costs and check the payment terms.
For HR and finance teams, it is also worth confirming whether the provider can issue an invoice that meets the company's accounting requirements.
A clear cost overview helps you compare options fairly and avoid unexpected expenses during the assignment.
6. Make sure the location works for the employee
An apartment might look ideal online, but the location also needs to work in practice.
Consider the employee's commute, access to public transport and proximity to everyday amenities such as supermarkets and restaurants.
If the employee is unfamiliar with Rotterdam, a convenient location can make settling in much easier.
It is also worth thinking about the employee's working hours and routine. Someone working at a project site outside the city centre may have different transport requirements from someone working in an office in central Rotterdam. The best location is not necessarily the one closest to the city centre. It is the one that suits the employee's day-to-day needs.
7. Prepare the booking details and documents
Once you have found a suitable apartment, confirm exactly what is required to secure it.
Depending on the accommodation provider, you may need to supply:
The employee's full name and contact details
Arrival and departure dates
The company's billing information
Identification or other requested documentation
Details of any additional occupants
Acceptance of the rental terms
Ask for written confirmation of the booking, including the address, rental period, total price and check-in instructions.
If the employee is arriving from abroad, make sure they know whom to contact if their flight is delayed or they have difficulty accessing the apartment.
8. Make arrival as straightforward as possible
Arranging the apartment is only part of the process. The employee also needs to know what to expect when they arrive.
Before their departure, share the practical details, including:
The apartment address
Check-in time and instructions
Contact information for arrival-related questions
What is included in the apartment
Whether towels, bed linen and kitchen equipment are provided
Information about public transport and nearby amenities, where useful
A short arrival guide can make a big difference, especially for someone arriving in the Netherlands for the first time. It also reduces the number of questions your HR team needs to handle during the employee's first few days.
9. Plan for changes to the start date or assignment
Relocation plans do not always go exactly as expected.
A start date may change, a flight may be delayed or the employee may need to remain in Rotterdam longer than originally planned.
Before booking, check the cancellation policy and ask how date changes or extensions are handled.
If the assignment has a flexible end date, make sure the company understands the process for extending the stay and whether the apartment can remain available.
Clear communication between the employer, employee and accommodation provider helps avoid unnecessary complications.
10. Do not forget the next stage of the relocation
Temporary accommodation can serve as a landing place while the employee settles into their new role and makes longer-term arrangements. If the employee is relocating permanently, discuss whether they will need help finding a long-term rental once they arrive.
It is also worth considering any registration or administrative requirements that may apply to their situation. Requirements depend on the employee's circumstances and intended length of stay, so check the relevant Dutch government or municipal guidance rather than assuming that every temporary address is suitable for registration.
Giving the employee a clear overview of the next steps can make the entire relocation process more manageable.
A simple checklist for HR managers
Before the employee arrives, make sure you have:
Confirmed the arrival date and expected length of stay
Established the accommodation budget
Identified the employee's location and facility requirements
Compared suitable furnished apartments
Checked the full price and rental conditions
Confirmed the booking and billing arrangements
Shared the check-in instructions
Discussed possible extensions or changes
Considered the employee's longer-term housing needs
Keeping these details in one place makes it easier to manage the accommodation process, particularly if your company regularly brings international employees to the Netherlands.
Arrange temporary accommodation in Rotterdam with SolsBury Prime Rentals
At SolsBury Prime Rentals, we provide fully furnished apartments in Rotterdam for professionals and international employees who need a comfortable place to stay temporarily.
If your company is welcoming a new employee next month, arranging accommodation in advance can help make their first days in Rotterdam less stressful.
Our apartments offer a ready-to-live-in environment, allowing employees to settle in without having to furnish a home or organise everyday essentials themselves.
If you are arranging accommodation for an employee, get in touch with SolsBury Prime Rentals to discuss the expected dates, length of stay and your requirements.
A well-planned arrival starts with having the right place to stay.
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