"Reclaiming Your Security Deposit from Corporate Housing: A Professional's Guide"

How to get your deposit back post stay

Let's be honest: when you're focused on moving to a new city and successfully integrating with your local employer, temporary housing arrangements may not be top of mind.  Yet according to a 2023 study from the National Apartment Association, security deposit disputes affect approximately 16% of all rental agreements, with corporate housing and short-term rentals showing even higher rates due to their transient nature.

That security deposit isn't just a formality—it's your money taking a temporary detour.

Let's ensure it finds its way home.

The Check-In Ritual No One Taught You

Most traveling professionals make the same critical mistake their first day: they drop their bags, start unpacking and crash before getting refocused on work.

But those first 30 minutes in your new abode are worth thousands—literally.

Do this instead:

1. Pull out your phone and document everything

2. Record a quick video walking through each room

3. Take close-up photos of any existing damage

4. Send these to yourself and your housing contact immediately

5. Ask how long it takes for deposits to be returned post stay

This isn't just about protection—it's about professionalism. Documenting your space upon arrival signals to hosts that you're a detail-oriented traveler who respects their property. In a popular LinkedIn thread among corporate travel managers, this approach was consistently praised as establishing immediate trust. As one property owner commented: "When a guest sends me check-in photos, I know I'm dealing with someone who treats business relationships with integrity. It's actually refreshing." Beyond making a positive first impression, it demonstrates the same methodical attention to detail that likely makes you excellent at your day job. Win-win.

The Usual Suspects

The most common deposit deductions come from damage you don’t always see happening:

• Water rings from glasses placed directly on tables

• Heat marks from a laptop or hot plate left on a wooden surfaces

• Wall scuffs from luggage dragged through narrow hallways and corners

• Flooring scratches from moving furniture and chairs or common usage

• Fabric, sheet and carpet stains from drinks, food or bodily fluids

The best prevention to these issues starts with being mindful of your surroundings.  Simple solutions like using coasters (or magazines) and adding inexpensive felt pads to chair legs are inexpensive ways to show hosts you are committed to wanting the best for their property.

The Power of Preferred Vendor Relationships

Corporate housing providers typically maintain relationships with local service companies. A traveling professional recently shared a social media post about how accessing these connections saved both money and time:

"When I accidentally cracked a bathroom tile in my Austin corporate apartment, I panicked about losing a portion of the deposit. Rather than hiring my own repair person, I asked the property manager about a handyman or preferred subcontractor. Not only was the repair completed professionally, but at a fraction of market rate because of their existing relationship. The savings were passed through to me."

Most corporate housing providers would rather connect you with their trusted vendors than deal with a botched DIY repair attempt.

The Hidden Value of the House Manual

According to business travel forums, few guests thoroughly read their welcome materials. Yet this is commonly the #1 factor separating trouble-free stays from problem-filled ones.

Beyond the obvious Wi-Fi password and nearby restaurant, these documents often contain:

• Specific maintenance quirks for the property

• Building-specific disposal regulations

• Local ordinances that could affect your deposit

• Emergency procedures that prevent property damage

If the property your staying in doesn’t include a manual, ask for a guided walkthrough of the area and building either in person or by phone.  Additionally, ask your property contact one specific question before arrival: "What's one thing most business travelers don't realize about living in this specific building or area?" This five-second question has saved countless travelers from unknowingly violating local norms. 

Professional Exit Strategy

When your assignment ends, a proper check-out process makes all the difference:

1. Remove all personal items (check medicine cabinets, under beds and inside the microwave—yes, really)

2. Take dated, time-stamped photos of the cleared and clean apartment

3. Complete the check-out process in person when possible

   
   

A traveling nurse shared on Reddit that she creates a simple habit: setting a calendar reminder for one hour of "apartment reset" time before her final departure. This systematic approach has reportedly helped her maintain a perfect record of full deposit returns across 14 different housing arrangements.

When Things Go Wrong Anyway

If you receive a deposit deduction that seems unfair:

1. Respond promptly and professionally (emotion rarely helps)

2. Provide your documentation from check-in and check-out

3. Ask specific questions about the charges

4. Request photographic evidence of damages if not provided

Most corporate housing providers (reputable ones, anyway) document damages extensively. If they can't, you have solid grounds for disputing the charges.

The True Professional's Mindset

The most successful traveling professionals understand a fundamental truth: corporate housing isn't just a transaction—it's a relationship.

Think about it, when you treat a property with care, communicate clearly, and handle issues promptly, you're not just protecting your deposit but building a reputation that follows you. Your professionalism (or lack thereof) becomes part of how you're remembered.

Consider the small gestures that require minimal effort but signal maximum respect: wiping down kitchen surfaces before departure, taking out trash, leaving a brief thank-you note. These aren't just niceties—they're investments in your professional brand.

In my experience helping others navigate relocations, those who approach temporary housing with this relationship mindset consistently report smoother experiences, fewer disputes, and yes—more complete security deposit returns.

Remember: in today's connected world, every interaction leaves a digital footprint. The small courtesies you extend today might become the reference that helps you secure that perfect corporate apartment during next year's competitive convention season.

What's your best tip for protecting your security deposit? Share in the comments below or reach out for more information about corporate housing options.