How to Book Student Accommodation: A Step-by-Step Guide
When you’re heading off to university, you’ll have a lot of things to prepare before you start. One thing you’ll want to get sorted sooner rather than later is booking your student accommodation. Your accommodation will play a big part in your university experience, affecting your social life, study habits, and finances. Getting your accommodation sorted early means you’ll have more choices, and therefore you’re more likely to find a student residence that suits your needs and expectations.
Whether you’re a first-year student booking accommodation for the first time, or an international student trying to understand student accommodation in the UK, this article will guide you through the process.
When Should You Start Looking For Student Accommodation?#
Student accommodation is typically assigned on a first-come-first-served basis, so it’s important to be prepared and apply as soon as possible to ensure you get accommodation you’re happy with. As soon as you’ve submitted your applications for your chosen universities, you can start researching the accommodation for students. Once you’ve received and accepted an offer, you can normally apply for student accommodation right away.
The application period for student halls typically opens around February or March (when course offers are being sent out), while many purpose-built student accommodations (PBSAs) often open applications a little earlier, in January. Application deadlines are typically around late May or June, but these will vary by university and student accommodation company, so we strongly recommend checking the specific deadlines for the student housing you’re interested in. Private rentals don’t have strict deadlines, but it’s recommended to start applying in January, with a view to securing a rental for the next academic year by the summer break.
Ideally you should have a good idea of which accommodation you want to apply for before applications open, allowing you to start the process immediately and beat the queue.
Step-by-Step Guide to Booking Accommodation#
Step 1: Decide on Your Accommodation Type#
The first step in the process is to decide on which type of student accommodation is the best fit for you. When booking student accommodation, these are the main options to choose from:
University halls: These are managed by the university, and are normally found on (or very close to) campus. Halls provide a strong sense of community, and you’ll have a ready-made group to go out with during freshers’ week. These are a popular choice as they offer easy access to university facilities and services. However, halls can get noisy, and you’ll be sharing spaces with quite a few other students (no doubt you’ve heard horror stories about nightmare flatmates).
Purpose-built student accommodation (PBSA): These are off-campus residences specifically designed for students, such as student apartments. PBSAs offer a bit more privacy and independence than halls, as many will have private bathrooms and kitchens. The facilities will vary based on price and location, but PBSAs are generally more expensive than halls, and popular locations will fill up quickly.
Private rentals: The third option is to rent a house, flat or room from a private landlord. This gives you more independence, and far more flexibility in terms of where you want to live compared to student shared accommodation. For example, if you’d rather live close to the train station or supermarkets than the campus, you’ll have more choices with private rentals. Living in a private rental will feel less like typical student life (this may be a pro or con for you), and comes with more responsibilities such as managing your bills or handling maintenance issues.
There isn’t an objectively best option, as each accommodation type comes with tradeoffs. When making your decision, you’ll need to carefully consider what matters most to you, the type of university experience you want, and what your budget allows.
Step 2: Research and Compare Options#
As soon as you’ve completed your UCAS application, you can start looking into the different options available at each university.
There are plenty of resources available to help you to find and compare suitable accommodation, such as university websites or local letting agents. StudentCrowd offers searchable lists for each UK university or city, with a range of filters to find options that meet your requirements. You can filter by accommodation and room type, budget, tenancy length, and included facilities and amenities. When reviewing each option, check its location on the map, the details of exactly what’s included, and the FAQs. By default, results are ordered based on their StudentCrowd ranking; for more information, you can read reviews for each accommodation listing from other StudentCrowd users.
When comparing your options, think about how each factor will impact your student life. If you want to get your head down and focus on studies or enjoy on-campus nightlife, you’ll need to pick student accommodation that meets your needs.
Step 3: Arrange Viewings (If Possible)#
Once you’ve made a shortlist of the accommodations you’d like to live in, you should try to arrange a viewing. This won’t always be possible, but viewing your chosen accommodation before you commit to a contract can help you to avoid any nasty surprises. If you’re applying from another country, you may also be able to arrange a virtual viewing, where you’re shown the accommodation via a live video call.
To arrange a viewing, contact the property manager or letting agent and let them know that you’d like to see the accommodation. They’ll be able to provide a few options for dates and times, and you can pick one that works.
When you attend a property viewing, you’ll want to come prepared with some important questions, such as:
What is included in the rent?
How long is the contract, and is there a break clause?
Is there deposit protection in place?
Can the room be personalised or decorated?
How are maintenance issues reported and resolved?
Which furniture is included?
What security measures are in place?
Viewing accommodation options gives you a great opportunity to get a feel for the place, and find out more about the accommodation. Before attending a viewing, think about anything else you’d like to know, and make a note so you don’t forget to ask on the day.
Step 4: Check the Contract Carefully#
After viewing your accommodation options, you should arrive at a decision as to where you want to live. The university, accommodation company or landlord will now send you the contract to review and sign. Don’t sign it right away, as you first need to check that you’re happy with the details.
Carefully review the contract to check the following details:
What’s included: It’s essential to understand what’s included in your rent and what isn’t. If you’ve budgeted for a certain amount each month or term, you don’t want to be caught out when you also need to pay for bills, WiFi or maintenance separately.
Rental agreement: Check the length of the contract to ensure that you’re not paying for longer than you need. You’ll also need to check whether you’ll have access to the accommodation for the full duration of the contract, as some rentals will be term-time only. Another thing to check is whether the contract includes a break clause (a chance to terminate the contract early).
Payment: Verify when you’re expected to pay, which payment methods are accepted, and (most importantly) how much you’ll pay, per payment and in total. You should also see if there are any additional fees that aren’t included in the rent.
Responsibilities: The contract may outline the responsibilities of both the tenant and the landlord/provider. Check that you’re happy with your obligations, and that the landlord/provider will provide adequate service and maintenance.
House rules: Each type of accommodation can set out rules you need to abide by as a tenant. Check the rules regarding noise, guests, and other relevant issues to ensure that the accommodation aligns with the experience you’re looking for.
While you may have asked some of these questions when viewing the accommodation, you need to verify that these details are included in the contract. If the contract says one thing but you were told something else at your viewing, the contract wins out.
Step 5: Secure Your Accommodation#
At this point you should have had a chance to review the accommodation contract, but it’s worth double-checking before you sign your contract. Give the contract a final review and confirm that you’re happy before sending any money. If you are happy with the contract, you can return a signed copy to the student accommodation provider or landlord.
Once you’ve agreed to rent your student accommodation, you may be required to pay a holding deposit to ensure that they don’t assign your spot to another student. Make sure you get a receipt and confirmation of the payment. If the accommodation provider isn’t able to provide you the room for any reason, your deposit will usually be refunded.
After signing the contract and paying the deposit, you should receive confirmation from the accommodation provider or landlord. Keep this confirmation message safe, as it will contain important information such as contact details and move-in dates. It may also contain instructions on next steps, such as any other paperwork you need to complete before moving in. Now you just need to start preparing to move in; a trip to Ikea will definitely help to make your accommodation feel more like home.
What to Do if You Haven’t Secured Housing Yet#
If you haven’t secured accommodation yet, don’t panic! People need to find student accommodation after the deadlines for various reasons, such as when applying through clearing, or when initial accommodation plans fall through.
As a first step, contact your university’s accommodation office, as they may be able to get you on a waiting list or let you know of any availability. It’s also worth checking university notice boards or forums, as you may be able to find other students looking for someone to live with.
You’ll need to be flexible and move quickly, even if it means arranging accommodation that wouldn’t have been your first choice. At this point, it’s more important to get your accommodation sorted as soon as possible, to ensure that you don’t have added stress when you start your studies. Even if you really wanted to live in halls, it’s worth looking at other options such as PBSAs and private rentals (assuming they fit your budget), as you don’t want to start uni without securing accommodation. If you’re still unable to secure permanent accommodation, you might want to look at temporary alternatives such as short-term rentals, AirBnB listings, or hostels. You’ll have somewhere to stay, and buy yourself some time to find permanent accommodation.
Final Tips for a Smooth Booking Process#
While booking student accommodation can feel overwhelming, it doesn’t need to be if you’re prepared. Here are our tips for ensuring the process goes smoothly:
Start early: Be proactive and start researching your options before your offer comes through, then apply as soon as possible.
Create a shortlist: To avoid last-minute stress when applications open, create a shortlist and rank your options.
Ask questions: Whether or not you have a chance to visit the accommodation, make sure that you ask questions so you can make an informed decision.
Set a budget: It’s important to know how much you should be spending on accommodation, so plan your budget and check that your chosen options fit.
Have a backup plan: Not everyone can get their first choice of accommodation, so make sure you’re happy with your plan B.
Be organised: Keep copies of all of your important documents, such as contracts and agreements, for easy reference.
Conclusion#
Your living arrangements will have a significant impact on your university experience, so it’s important to decide which option is best for you and act swiftly when booking student accommodation. Plan ahead, research your options thoroughly, and don’t be afraid to ask for more information when required.
By following our step-by-step guide, you’ll be in a strong position to get your first choice of accommodation. And if you don’t, use all of the resources available to find an option you’re happy with. Best of luck!
Don't know where to begin your search? Read reviews from verified students and start your journey.
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