Checklist of Everything You Need to Secure Accommodation Before You Fly

Moving abroad for studies is a big step, and you must figure out certain things before you board your flight towards your dream. Nobody wants to land in a new country without a place to stay, right? That’s why it is super important to have a student accommodation checklist in hand. In this guide, I’ll provide guidance on the checklist of everything you need to know to secure accommodation before you fly, which will discuss the documents needed and all the things to do before moving abroad for studies.

Why is it Important to Secure Student Accommodation Before You Fly?

Securing your student accommodation abroad before you move to study abroad is one of the smartest moves you can make as an international student. It saves you from last-minute stress and gives you peace of mind as you prepare for a new academic journey abroad. Here’s why it matters:

1. Smooth Arrival Experience: Landing in a new country without confirmed housing can be chaotic. Having a place already booked means you can go straight from the airport to your new home, no hunting for hotels or temporary stays.

2. Avoid Last-Minute Price Hikes: The best and most affordable places fill up quickly, especially in cities with large student populations. Booking early helps you avoid inflated prices and limited options later on.

3. Better Housing Choices: When you start early, you can compare different student accommodation options abroad, from dorms to private rentals, and choose what fits your budget and lifestyle best.

4. Guaranteed Safety and Authenticity: By booking ahead using trusted platforms or university-approved listings, you avoid falling into housing scams. You also get time to check reviews, contracts, and safety ratings.

5. Time to Handle Documents and Deposits: Securing housing in advance gives you enough time to prepare essential documents, understand the lease terms, and arrange for deposits or rent transfers smoothly.

Also Read: 

• When to Apply for Student Accommodation: Best Timing and Tips
• Pros and Cons of Living in the USA for Students

Documents Needed to Book Accommodation Abroad

Before booking student accommodation abroad, you’ll need to gather some essential documents. Having these ready will ensure a smooth booking process and prevent any delays. Here’s a quick guide on what you’ll need to secure housing before your flight.

1. Passport Copy: Your passport is a key document. Most landlords or accommodation platforms require a copy to verify your identity, especially when booking online.

2. University Acceptance Letter: This proves you are officially enrolled at the institution and may be required by some housing providers to confirm your student status.

3. Proof of Funds: Landlords and accommodation platforms often ask for proof that you can afford the rent. This can be a bank statement, a scholarship letter, or a financial guarantee letter from your family.

4. Visa Copy: Your visa confirms your legal right to stay in the country. Some landlords or student accommodation providers might request a copy of your visa before finalising the rental contract abroad.

5. Reference Letters: Some housing providers request references from previous landlords or professors. This is especially common for private rentals or off-campus accommodations.

6. Rental Agreement/Contract: Once you decide on your accommodation, review the rental contract carefully. Ensure you understand all terms, including rent, deposit, cancellation policy, and responsibilities.

7. Health Insurance Proof: Depending on the country, you may need to provide proof of health insurance to book your accommodation. This shows you’re covered in case of medical emergencies.

8. Emergency Contact Information: In case of emergencies, landlords may ask for your emergency contact details, such as a family member or friend back home.

9. Guarantor Documents: For international students without a credit history, a guarantor (usually a parent or guardian) may be required to guarantee payment of rent. This may include financial documents of the guarantor.

10. Security Deposit Proof: Once you’ve made your initial deposit or rent payment, ensure you keep a receipt or proof of payment. This is essential for confirming your reservation and securing your accommodation.

Tip: Keep digital and printed copies of all these files ready to send at a moment’s notice.

Types of Student Housing to Choose Abroad

When looking for student accommodation abroad, there are several types of housing options to consider. Each type has its own set of benefits, and the right choice depends on your preferences, budget, and lifestyle. Below are the most common types of student housing you’ll encounter.

1. University Dormitories / Halls of Residence

University dormitories are the most popular choice for students. These are on-campus residences typically managed by the university. They provide a convenient and supportive environment, with meals, utilities, and internet often included. Dormitories allow you to meet fellow students and get involved in campus life.

Pros:

• Close proximity to campus
• All-inclusive rent (meals, utilities)
• Social opportunities with peers
  

Cons:

• Limited privacy
• Fixed meal plans and room sizes
  

2. Private Student Apartments

Private student apartments are off-campus housing options rented from private landlords or agencies. These can vary from studio apartments to shared flats. Private rentals give you more flexibility in terms of location, amenities, and lease agreements.

Pros:

• More independence and privacy
• Flexible lease terms
• Option to choose your roommates
  

Cons:

• Higher rent (especially in prime locations)
• You are responsible for utilities and maintenance
  

3. Student Residences or Managed Accommodation

Managed student residences are similar to dormitories but are often operated by private companies. These buildings are designed specifically for students, offering features like furnished rooms, study areas, and communal spaces. Some may provide meal plans or laundry facilities.

Pros:

• Fully furnished and ready to move in
• 24/7 support and security
• Often includes communal spaces for socialising
  

Cons:

• Can be more expensive than university dorms
• Limited flexibility in lease duration
  

4. Homestays

Homestays involve renting a room in a local family’s home. This option provides a unique cultural experience, as you get to live with a family and practice the local language and customs. Homestays often include meals and are a great choice for students seeking a home-like environment.

Pros:

• Immersive cultural experience
• Home-cooked meals
• Supportive environment
  

Cons:

• Less privacy
• Limited control over the living space and rules
  

5. Shared Apartments / Flats

Shared apartments or flats are a popular choice for students who want more independence but also wish to save on costs. These apartments are rented by a group of students who share the living space, with each person typically having their own room. Shared flats often come fully furnished, and utilities are divided among tenants.

Pros:

• Lower rent compared to private apartments
• Opportunity to live with friends or meet new people
• More freedom than dorms
  

Cons:

• Possible roommate conflicts
• Less control over the apartment’s décor or amenities
  

6. Co-living Spaces

Co-living spaces are modern, fully furnished apartments or houses where students or young professionals live together in a communal setup. These spaces often have shared kitchen and living areas but provide private bedrooms. They focus on fostering community and collaboration.

Pros:

• Flexible lease terms
• All-inclusive rent (utilities, Wi-Fi, cleaning services)
• Community events and social activities
  

Cons:

• Less privacy
• It may be pricier than traditional shared housing
  

7. Hostels

Hostels are usually short-term accommodation options suited for travellers. They can also be an affordable choice for students who need temporary housing before settling into long-term accommodation. Many hostels offer basic amenities and communal kitchens.

Pros:

• Budget-friendly
• Great for short-term stays
• Social and lively environment
  

Cons:

• Limited privacy
• Can lack amenities like Wi-Fi and kitchen facilities
  

Also Read: 

• Culture Shock Examples in Japan: Things That Surprise International Student
• Importance of Student Accommodation in the Study Abroad

Accommodation Booking Checklist: What to Confirm

Before finalising your student accommodation booking abroad, it’s essential to confirm certain details to avoid any surprises later. Here’s a comprehensive checklist to ensure you’ve covered all your bases and can enjoy a smooth transition to your new home.

1. Lease Agreement and Terms

Ensure that you carefully read the lease agreement before signing. Confirm the rental period, payment terms, and any additional costs (e.g., utilities, internet, maintenance fees). Make sure the terms align with your study duration and budget.

What to check:

• Rental start and end dates
• Payment schedule (monthly, quarterly, etc.)
• Cancellation and renewal policies
• Deposit amount and conditions
  

2. Included Amenities and Facilities

Check the amenities that are included in the accommodation. These might include furniture, utilities (water, electricity, heating), Wi-Fi, laundry facilities, and kitchen access. Confirm whether these are part of the rent or if there are additional charges.

What to check:

• Fully furnished or unfurnished
• Included utilities (water, electricity, Wi-Fi)
• Laundry facilities, parking, and storage
• Common areas (kitchen, study rooms, lounge)
  

3. Location and Commute

Ensure the accommodation is in a safe and convenient location. Look into its proximity to your university, public transportation, grocery stores, and other essential services. The last thing you want is a long or expensive commute.

What to check:

• Distance to university (walking, cycling, or public transport)
• Nearby grocery stores, medical facilities, and dining options
• Safety of the neighbourhood
• Access to public transportation
  

4. Room Condition and Inventory

Before finalising the booking, check the room’s condition and verify that it meets your expectations. Inspect for any existing damage, pests, or issues with fixtures and furniture. Request an inventory list for what is provided and note any damages.

What to check:

• Cleanliness and maintenance of the room
• Functionality of appliances and fixtures
• List of furniture provided (bed, desk, wardrobe)
• Any existing damage or repairs needed
  

5. House Rules and Guest Policies

Every accommodation has its own house rules that you must follow. These rules can cover aspects like guest visits, quiet hours, smoking, and parties. Make sure these rules align with your lifestyle and expectations.

What to check:

• Guest policies (how often you can have guests, overnight stays)
• Smoking and drinking rules
• Quiet hours and noise restrictions
• Pet policies (if applicable)
  

6. Security and Safety Features

Confirm that the accommodation has adequate security and safety features. This includes secure entry, fire alarms, and emergency exits. For peace of mind, ensure the property is well-maintained and meets safety standards.

What to check:

• 24/7 security or lock system
• Fire safety measures (alarms, extinguishers)
• Emergency exits and procedures
• CCTV surveillance, if applicable
  

7. Support and Contact Information

Know who to contact in case of an emergency or issue with your accommodation. Make sure the landlord or property manager has provided clear contact information for emergencies, repairs, and general inquiries.

What to check:

• Contact details of the property management or the landlord
• 24/7 emergency contacts
• Process for reporting issues or repairs
• Office hours for non-emergency inquiries
  

8. Check for Hidden Costs

Be sure to ask about any hidden costs that might not be included in the rent, such as internet fees, cleaning services, or additional charges for utilities. Having a clear understanding of total costs will prevent unexpected financial strain.

What to check:

• Additional charges (e.g., internet, cleaning services)
• Utility payments (included or separate)
• Parking fees, if applicable
• Extra charges for guests or special services
  

Final Steps Before You Fly

The final steps before your journey abroad are crucial to ensure a smooth and stress-free transition. Here’s a checklist to follow, ensuring that all preparations for your move and accommodation are in place before you fly.

1. Confirm Accommodation Details

Before flying, make sure your accommodation is confirmed and the lease agreement is fully settled. Double-check the payment schedule, move-in dates, and any last-minute details with your landlord or housing provider.

What to check:

• Confirm the move-in date and time
• Ensure all payments (deposit and rent) are clearedReview emergency contact details for the accommodation
  

2. Arrange Travel and Airport Pickup

Finalise your travel plans by booking your flight early. Once your flight is confirmed, arrange for airport pickup if it’s offered by your accommodation provider or university. This will help you get to your new home with ease upon arrival.

What to do:

• Book your flight and confirm the travel dates
• Arrange airport pickup with your housing provider or university
• Share your flight details with your accommodation provider
  

3. Prepare Required Documents

Make sure all your essential documents are organised and ready for your journey. This includes your passport, visa, and any accommodation-related paperwork. It’s a good idea to have both hard copies and digital copies of important documents.

Documents to prepare:

• Passport, visa, and flight tickets
• Accommodation lease or confirmation email
• Emergency contact information
• Health insurance details (if applicable)
  

4. Pack Smart and Essential Items

Start packing early, focusing on the essentials. Besides your clothes, pack items that are important for setting up your new accommodation, like bedding, kitchenware, or electronic devices you’ll need for your studies.

Items to pack:

• Bedding and personal essentials
• Laptop, chargers, and necessary electronics
• Toiletries, school supplies, and a few basic kitchen items
• Important documents in a folder or bag for easy access
  

5. Familiarise Yourself with Local Customs

Before departure, familiarise yourself with the local culture, laws, and customs. Knowing what to expect will help you settle in more comfortably. Look into local transport, language basics, and cultural norms to make your arrival more enjoyable.

What to research:

• Local transportation (bus, metro, taxi routes)
• Key cultural customs and practices
• Local currency and exchange rates
• Basic phrases in the local language
  

6. Set Up International Bank Accounts

Set up an international bank account or make sure your current account works abroad. You’ll need easy access to money, and most banks offer student-friendly accounts for international students.

What to do:

• Open a local bank account or set up international transfer options
• Notify your current bank of international travel plans
• Check the ATM and currency exchange rates in your destination country
  

Booking accommodation abroad may seem daunting, but with the right checklist and planning, you can do it with confidence. Get your documents ready, research wisely, and make sure to secure student accommodation before you fly; you’ll thank yourself later!

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