A coordinator
A coordinator’s checklist for placing a family in under 24 hours.
What we send, what we ask for, and what we sign. From the first phone call to the keys in the door.
A displaced family doesn’t need a tour. They need a door that opens, a kitchen that works, and a bed that’s already made. Most placements stall not because the home isn’t ready, but because the paperwork is. This is the checklist we use to close that gap.
Insurance housing is its own discipline. The pace is faster than corporate, the documentation is heavier than nightly, and the human stakes are higher than either. Below is exactly what we do on our side, and what we ask for on yours, to move from “the family is at the hotel” to “keys are in their hand” in a single business day.
The promise
One business hour to first reply. Twenty-four hours to keys.
If the home fits and the paperwork is clean, we don’t make families wait. We pre-approve, we pre-bill, and we keep one set of keys ready to hand off the moment the lease is signed.
Step 01The intake call: fifteen minutes
The first call sets the entire timeline. Whether it lands in our inbox, on the phone, or through a referral form, we treat it like a triage. Five questions in, we either know we’re a fit or we’re sending you somewhere better.
What we ask you for
- Claim number, carrier, and adjuster contact
- Family size, ages, and any mobility or accessibility needs
- Pets (type, weight, and how many)
- School district preference or work commute anchor
- Estimated length of stay and target move-in date
- Any medical equipment or essential workflows the home must support
What we send back, same hour
- A short list of two or three homes that genuinely match. Not the whole portfolio.
- Real photos, real square footage, real distance to schools and hospitals
- A direct-bill quote with weekly and monthly rates already calculated
- The W-9 and ACORD certificate of insurance, attached. No follow-up needed.
The fastest placements happen when the coordinator never has to ask twice. Send everything the first time, and the rest of the day belongs to the family. House rule, RoGi Properties
Step 02The fit check: one hour
Most homes fail the fit check on three things: stairs, school zone, or storage. We catch all three before you ever forward the link to the family.
The questions we answer before recommending a home
- Is the bedroom count right for the household, with privacy where it’s needed?
- Are there stairs, and if so, can the family use them safely?
- Is the school district either right, or close enough that the kids don’t lose their friends?
- Is there a real workspace for the parent who’s working remotely through this?
- Is there storage for what they were able to save from the house?
- Is the kitchen actually equipped? Pots, sheet pans, a coffee maker that works on day one.
If any of those answers are “close, but not quite,” we say so. A near-miss costs everyone two days. An honest no costs fifteen minutes.
Step 03The paperwork: same afternoon
The reason most placements drag past a day is that the paperwork ping-pongs. Here’s the full set we send in one packet, signed and ready, so the carrier’s back office has nothing to come back for.
Documents in our standard packet
- Short-term furnished lease, dated, with carrier as bill-payer
- W-9 with our LLC’s EIN
- ACORD 25 certificate of insurance, $1M general liability
- Direct-bill ACH or check authorization form
- Itemized rate sheet (rent, cleaning, pet fee if any, utilities ceiling)
- House manual with Wi-Fi, trash schedule, and our emergency line
Quiet detail that matters
We bill the carrier directly. The family never sees an invoice.
Direct billing isn’t a feature. It’s a kindness. A family that’s lost their house should not also be fronting weekly rent and chasing a reimbursement.
Step 04The home prep, before they arrive
Every placement gets the same prep, regardless of whether the family is staying twenty-eight days or six months. The bar is the same one we’d set if our own family showed up tonight.
T − 24 hours
Deep clean and linen reset. Fresh sheets on every bed, towels stacked, kitchen wiped to the corners.
T − 12 hours
Pantry stock. Coffee, salt, oil, dish soap, paper towels, toilet paper, and a small bag of groceries for the first morning.
T − 4 hours
Walkthrough. Smart locks coded, thermostat set to 70°, Wi-Fi tested, every light bulb checked, every TV and remote confirmed working.
T − 1 hour
Welcome note on the counter. Our cell number, the closest urgent care, the closest grocery store, the trash schedule, and a handwritten line.
Move-in
Door code, not key swap. The family arrives on their schedule, not ours. We’re a phone call away if anything’s off.
Step 05The handoff (and the next thirty days)
The placement isn’t over when the family is in. It’s over when they’ve been in for a week and nothing has gone wrong. Here’s how we hold that line.
What we do that you don’t have to chase
- Day-three check-in text. One message. Easy to ignore if all is well.
- Monthly invoice with the same line items, same format, every cycle
- Two weeks’ notice on lease end, with an extension form pre-filled
- A direct line to us. Not a call center, not a help desk. For anything urgent.
- Quarterly inspection report if the stay extends past ninety days
The best compliment we get from coordinators isn’t about the home. It’s that we never showed up in their inbox with a problem they had to solve. RoGi Properties
The one-page cheat sheet
If you’re in a hurry (and you usually are), this is the version you can keep on your second monitor.
What to send us in the first email
- Claim number, carrier, adjuster name and email
- Family size, ages, pets
- Estimated length of stay
- School or commute anchor address
- Any accessibility or medical needs
What you can expect back inside one business hour
- Two or three matching homes with real photos
- Direct-bill quote with weekly and monthly rates
- W-9 and ACORD COI attached
- A clear yes / no / maybe on each home
What we’ll have ready by move-in
- A signed lease with the carrier as bill-payer
- A clean, stocked, climate-controlled home
- A door code, no key handoff required
- Our cell number on the kitchen counter