If you’ve ever waited days for a half-useful quote, the problem usually isn’t the market; it’s the brief. A good brief cuts back and forth, surfaces the right properties, and locks in a better weekly rate. Here’s the exact information that lets us place teams fast without blowing the budget.
What to include (and why it matters)
Dates & duration
Actual start date, likely end date, and how confident you are that you’ll extend. Properties are priced differently if there’s a good chance of rolling from week to week.
Headcount now & max
Tell us about the current team and the maximum it might grow to. We’ll structure bed and room rotation so you can swap who sleeps where without fees and avoid paying extra for empty beds.
Shift pattern
Day, night, or rotating this can dictate cleaning schedules (no daytime housekeeping before 3 pm for night crews) and which buildings are quiet enough. Also, you can reduce cleaning from weekly to bi-monthly to reduce costs.
Vans & parking
How many parking spaces do you need? Parking fees can add 8-12% to the total if necessary. We aim to include free parking by finding properties that meet your travel needs.
Location logic
“20–30 minutes to site” beats “as close as possible.” It widens the pool and drops prices without hurting punctuality. You can see some of the 40,000 properties that we have on our books – see accommodations.
Billing & paperwork
PO needed? One invoice per week? Anything finance cares about must be in the brief, so the shortlists already satisfy it.
Here is a copy-paste brief that you can send today
Project: [Name] – [Site address]
Dates: Start [dd/mm], likely [X weeks], likely to extend [Yes/No]
Headcount: Now [X], could rise to [Y]
Shifts: [Day/Night/Rotating] → no daytime cleaning before 3 pm for night crews
Vehicles: [# vans], need [#] guaranteed spaces
Location: Within [20–30] mins of site
Terms: Rolling weekly, 7-day notice, name rotation allowed
Billing: VAT invoice with PO [####], weekly billing
Nice-to-have: [Laundry, extra fridge/freezer, ground-floor access]
Common pitfalls (and how to dodge them)
- “We’ll confirm parking later.” → late-night hunt + unexpected fees.
- No rotation clause → admin penalties when rosters change.
- Vague dates → higher prices or inflexible terms.
FAQs
Can we do Mon-Fri only?
Often yes; ask for a 5-night price.
We may add two more people next month – does that break the booking?
No, just let our team know in advance; we’ll structure your booking.
Can we split crews across 2 properties?
Frequently cheaper, quieter, and easier to park.
Do you issue weekly invoices with our PO?
Yes, we can; we’ll match your PO process and billing cadence.
Need options within 24 – 72 hours? Send that brief, and we’ll reply with a shortlist and rates.
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