A corporate housing RFP (Request for Proposal) is the formal process through which a company invites suppliers to submit their terms , including rates, accommodation types, geographical coverage, included services, and contractual conditions.
A corporate housing RFP is a strategic tool that enables companies to move from managing accommodation reactively to managing it in a more structured and strategic way .
A starting point 📊
A starting point 📊
According to data from the Global Business Travel Association (GBTA), two out of three Travel Managers who negotiate directly with suppliers use formal RFP processes. Nearly half of them do so exclusively through this channel.
Despite this, many mid-sized companies still manage corporate accommodation through informal processes.
In this article, you will find seven signs that indicate whether your current corporate accommodation model is no longer sufficient . If you recognise these challenges within your organisation, it may be time to move towards a formal procurement process, and Apartool can help you make that transition successfully.
1. The volume can no longer be managed “manually” Finding apartments that match the destination and required features, offer availability for medium and long-term stays, and remain cost-effective requires significant time and effort. As requests increase, bottlenecks begin to appear. That is when the process starts to break down.
There are several clear warning signs:
Internal teams spend hours searching , comparing and manually managing bookings. Other important tasks are left unfinished.Travellers begin searching for apartments themselves . They use B2C platforms or supplier websites and, in some cases, book accommodation without considering the fiscal or operational implications. If plans change or issues arise later, it becomes unclear who is responsible for resolving them.Costs begin to rise . A lack of control and the absence of consolidated purchasing through a limited number of negotiated suppliers drives prices upwards. This naturally attracts the attention of procurement and finance teams, who become increasingly motivated to seek alternative solutions.Traveller satisfaction starts to decline . As the number of suppliers grows, quality becomes more inconsistent and incidents or unexpected issues become more common. Ultimately, this impacts the traveller experience, which can affect both employee satisfaction and engagement with the company.When these signs begin to appear, it is the right moment to reassess the process. What if all these apartment searches could be managed for you?
With Apartool , a dedicated Booking Manager takes care of sourcing, proposing and confirming the most suitable options for every request. This allows your team to stop operating like a booking agency and focus on what truly matters.
2. Accommodation spend has become unpredictable Without negotiated conditions through a corporate housing RFP, the cost per night fluctuates depending on availability , seasonality and booking channel. The result is accommodation spend that is higher than necessary and difficult to budget accurately.
Some clear indicators include:
Public rates are being paid instead of specially negotiated corporate conditions.The daily rate varies significantly from one month to another within the same destination, without any clear explanation.It becomes impossible to produce reliable accommodation spend forecasts. Finance and procurement teams demand greater control , while information remains fragmented or difficult to access.A corporate housing RFP helps reduce rate variability and makes it easier to anticipate the cost of each business trip or relocation. This enables companies to make faster decisions without constantly involving internal teams to provide estimates. The result is greater agility, visibility and confidence for the business.
3. Long-term stays are becoming more frequent If medium and long-term accommodation is no longer the exception, it may also be time to consider launching an RFP. Expansion projects, temporary relocations, long-term training programmes and international assignments all require employees to remain away from home for extended periods. It is precisely in medium and long-term stays where corporate accommodation delivers the greatest cost savings.
These signs indicate that your company may need a corporate housing RFP for medium and long-term stays:
Employees are living in hotels without the comfort and practicality of having their own apartment, while paying significantly higher rates for weeks or months at a time.The same accommodation has to be booked repeatedly through multiple manual processes . Bookings are made for exact dates, employees check out when the period ends, remove all their belongings, and then check back in again only a few days later.Restaurant and meal expenses increase considerably . Without access to a kitchen, employees are forced to dine out for every meal.Travelling employees begin requesting different types of accommodation , including spaces suitable for remote work and the comforts of home, from having a washing machine to being able to bring their pet.If an increase in medium and long-term stays can be anticipated, a corporate housing RFP will not only help reduce accommodation costs, but also save time and improve traveller satisfaction.
Key figures to consider 📊
Key figures to consider 📊
A 30-night corporate stay in a fully equipped apartment can represent
savings of up to 40%
compared to an equivalent hotel stay, while also providing greater comfort and productivity for employees.
4. The employee experience is inconsistent Accommodation is not just a cost. It is part of the value proposition a company offers its employees when asking them to travel or relocate.
When accommodation management lacks structure, quality becomes inconsistent . Some employees enjoy a positive experience, while others do not. Over time, this creates consequences for both employee satisfaction and operational efficiency.
These are some signs that the traveller experience may be deteriorating:
Recurring complaints about poor locations, properties in poor condition or services that do not function properly.Employees begin sourcing alternatives independently , creating expenses outside the company travel policy.Incidents during the stay arise without a clear point of contact responsible for resolving them.works exclusively with professional property managers , prioritising suppliers with whom long-standing relationships and proven quality standards have already been established. This ensures a consistent accommodation experience for all employees, regardless of destination or length of stay.
5. Too many suppliers, not enough standardisation It is common for companies that have not formalised their accommodation procurement process to end up working with multiple corporate housing suppliers . This often leads to a mix of individual hotels, apartments booked through different platforms, and direct reservations with private landlords.
The result is fragmentation that negatively impacts everyone involved:
There are no consistent conditions , as each booking is negotiated differently, or not negotiated at all.Total booking volume is not consolidated , reducing the company’s negotiating power.Invoicing processes become complex and generate recurring errors.It becomes impossible to properly compare suppliers or measure their actual performance.According to the Global Business Travel Association (GBTA), 53% of travel managers who do not use formal RFP processes identify manual workflows and lack of standardisation as their main challenge. In addition, 47% state that suppliers do not fully understand the agreed terms and conditions .
A well-structured corporate housing RFP makes it possible to consolidate spend within a panel of approved suppliers and establish consistent conditions across the entire organisation.
6. Your company lacks visibility and control over accommodation spend Do you know how much your company spent on accommodation last quarter? In which destinations? With which suppliers? What was the average nightly rate depending on the type of stay?
If you cannot easily access this information, a corporate housing RFP can help you gain that visibility. This would allow you to:
Better justify accommodation budgets to senior management or procurement teams.Identify purchasing patterns that could be optimised.Detect policy deviations and non-compliant bookings.Build stronger, data-driven arguments when negotiating rates with suppliers.Many companies discover that, without centralised data, they are unable to benchmark rates properly or verify supplier compliance. A corporate housing RFP establishes the foundation for structured KPI reporting from day one.
7. Duty of care has become a concern A company’s responsibility to protect travelling or relocated employees is not only an ethical obligation. In many cases, it also carries legal and corporate responsibility implications .
When accommodation is not managed through professional suppliers, several risks begin to emerge:
There is no emergency protocol or clear point of contact in the event of an incident. Security, legal compliance and quality standards cannot be guaranteed. There is no evidence that the accommodation complies with internal travel policies or local regulations . A corporate housing RFP helps secure contractual commitments regarding cancellations , safety standards and emergency accommodation solutions , all of which are essential to protecting employees during their stay.
Launch your corporate housing RFP with Apartool If you have recognised your company in some of these signs, you already have enough reasons to take action and structure your accommodation management through a corporate housing RFP .
Apartool is a corporate accommodation provider with access to more than 300,000 apartments across 85 countries . Our solution is specifically designed for companies that require flexible accommodation, medium and long-term stays, and centralised management supported by a dedicated team.
By launching your corporate housing RFP with Apartool, you will benefit from:
Tailored proposals adapted to your company’s specific requirements. Competitive rates for stays starting from one week. A dedicated Key Account Manager and an expert reservations team. Centralised management with reporting and consolidated invoicing. Approved suppliers that comply with security and quality standards. Full alignment with your travel policy and duty of care requirements. Ready to take the next step? Contact Apartool today and start designing the accommodation model your company truly needs.
Frequently asked questions about corporate housing RFPs What is a corporate housing RFP? A corporate housing RFP (request for proposal) is a formal process companies use to invite accommodation providers to submit detailed proposals for managing their business travel housing needs.
What are the signs my company needs a corporate housing RFP? Signs include rising accommodation costs, inconsistent booking processes, frequent traveller complaints, and growing travel volume that a single provider can no longer handle efficiently.
How is a corporate housing RFP different from an RFQ? An RFP focuses on evaluating a provider's overall approach, service quality and value, while an RFQ (request for quotation) focuses mainly on comparing prices for a defined set of needs.
What should be included in a corporate housing RFP? A strong RFP should outline travel volume, destinations, budget, required amenities, service levels and reporting needs, so providers can submit accurate, comparable proposals.
How can Apartool help with the corporate housing RFP process? Apartool works with companies to respond to corporate housing RFPs with tailored proposals, drawing on its property network and account management experience to meet specific travel policies.
