Corporate accommodation is increasingly part of the sustainability conversation. When employees, contractors or project teams stay away from home, the accommodation they use can affect business travel emissions, procurement performance and wider ESG reporting.
Use the following practical steps to evaluate serviced accommodation providers, improve the quality of your travel data and make more informed procurement decisions.
1. Recognise accommodation as part of your wider ESG strategy
Start by treating accommodation as a business purchase rather than an isolated travel expense.
For many organisations, overnight stays form part of business travel and may contribute to Scope 3 emissions. The impact can include energy used within the property, water consumption, cleaning, laundry, waste management and the transport associated with reaching the accommodation.
The exact reporting treatment will depend on your organisation’s chosen framework, reporting boundary and methodology. However, procurement teams should still identify accommodation as a category that may require sustainability information.
Consider these questions:
- How many room nights or property nights does your organisation book each year?
- Which suppliers receive the largest share of your accommodation spend?
- Can you calculate emissions consistently across different properties?
- Do your current travel suppliers provide environmental or social information?
- Does your procurement policy require ESG evidence from accommodation partners?
The UK Government’s environmental reporting guidance provides information on energy and greenhouse gas reporting, including Streamlined Energy and Carbon Reporting requirements. Even where reporting is voluntary, its emphasis on reliable data and relevant performance indicators is useful for procurement teams.
2. Define what “sustainable accommodation” means for your organisation
Avoid relying on broad claims such as “eco-friendly” or “green accommodation” without asking what they mean in practice.
Create a clear definition that reflects your organisation’s priorities. A sustainable serviced stay may be assessed across four core areas:
- Energy: Look for efficient lighting, heating controls, insulation and responsible energy management.
- Water: Consider low-flow fixtures, efficient appliances and sensible linen and towel policies.
- Waste: Review recycling arrangements, reduced single-use items and responsible purchasing practices.
- People and governance: Evaluate guest safety, staff standards, local support, accessibility and transparent communication.
Also consider operational suitability. A property that allows a project team to stay together may reduce the need for multiple hotel rooms and simplify transport between separate locations. A fully equipped kitchen may support self-catering and reduce reliance on takeaway packaging. Laundry facilities may also provide greater flexibility during longer assignments.
Do not assume that these features automatically prove a lower environmental impact. Instead, use them as prompts for questions and evidence.
3. Request measurable information from accommodation providers
Ask suppliers for data that can be recorded, compared and reviewed over time.
Useful information may include:
| Information to request | How it can support reporting |
|---|---|
| Energy use per occupied night, where available | Helps assess energy intensity and identify trends |
| Carbon emissions per room or property night | Supports business travel and Scope 3 calculations |
| Energy source and renewable electricity information | Provides context for emissions calculations |
| Water-saving measures | Supports resource-use and procurement assessments |
| Waste management and recycling arrangements | Contributes to waste and circularity reporting |
| Cleaning and linen policies | Helps assess resource use during longer stays |
| Sustainability certifications or audits | Provides independent evidence where available |
| Social and governance policies | Supports supplier due diligence and broader ESG assessments |
Ask the provider to explain the reporting period, calculation method, assumptions and any exclusions. A carbon figure without a stated methodology may be difficult to compare with data from another supplier.
If a smaller provider cannot provide every metric, record what is available and identify the information you want them to develop. A transparent explanation is more useful than an unsupported sustainability statement.
4. Evaluate the whole-life value of a serviced stay
Prioritise whole-life value rather than comparing nightly rates alone.
The UK Government’s Sustainable Procurement Policy highlights the importance of considering whole-life costs, including operating energy and water use. This approach can help procurement teams assess both financial and environmental performance.
Compare accommodation options using a consistent checklist:
- Total booking cost
- Expected duration of stay
- Number of guests accommodated
- Travel distance to the worksite
- Parking and transport requirements
- Kitchen and laundry facilities
- Cleaning and linen arrangements
- Available sustainability data
- Cancellation and change terms
- Service reliability and support
For example, a whole house may accommodate several workers in one location, with shared kitchen and living facilities. This could provide operational advantages compared with booking multiple rooms across different hotels. However, calculate the actual impact using your organisation’s own travel and emissions methodology.
Use a simple scoring system to compare suppliers. Assign separate scores for cost, location, operational suitability, data quality, environmental practices and service delivery. This creates a clearer audit trail for procurement decisions.
5. Include ESG questions in your accommodation RFP
Build sustainability questions into your request for proposal, supplier questionnaire or preferred-supplier review.
Keep the questions specific and proportionate. Ask providers to respond with evidence where possible.
Environmental questions
- What energy-efficiency measures are in place?
- Are LED lights, smart controls or efficient appliances used?
- Can you provide energy or carbon data per occupied night?
- How are waste and recycling managed?
- What water-saving measures are used?
- How are cleaning products and consumables selected?
Social questions
- How do you manage guest safety and property security?
- Do you have policies covering inclusion, accessibility and respectful treatment?
- Do you use local contractors or suppliers where practical?
- How do you respond to maintenance or welfare issues during a stay?
Governance questions
- Who is responsible for ESG oversight?
- Do you maintain relevant policies or targets?
- Can you provide supporting documents or certification?
- How do you protect booking, billing and guest information?
- How often do you review your environmental and social practices?
Review answers using the same scoring criteria for every supplier. This helps reduce inconsistency and demonstrates that ESG considerations formed part of the purchasing decision.
6. Select accommodation that supports efficient project delivery
Connect sustainability with the practical needs of your travellers.
Newport Stays provides professionally managed serviced houses in Newport for corporate clients, contractors and other professional guests. Its property portfolio includes two- to six-bedroom homes with kitchens, workstations, Wi-Fi, parking and laundry facilities.
These facilities can help procurement teams assess whether a stay is suitable for the number of people, length of assignment and location involved. Choose a property that supports the work requirement without adding unnecessary travel, room bookings or logistical complexity.
For example, Wayfield House includes a dedicated workspace, a fully equipped kitchen, laundry facilities and parking for up to two vehicles. The property is also positioned near Newport’s business and industrial areas, with access to the M4 corridor towards Bristol and Cardiff.
Treat these features as part of your operational assessment. They should complement, not replace, evidence about environmental performance.
7. Improve the quality of your accommodation data
Set up a repeatable process for capturing information after every booking period.
Record:
- Supplier name
- Property or location
- Arrival and departure dates
- Number of occupants
- Number of nights
- Booking cost
- Travel purpose
- Available emissions data
- Calculation method
- Any relevant sustainability evidence
Where providers cannot supply property-specific data, your organisation may need to use an approved emissions factor or industry benchmark. Document the factor, year and assumptions used so that the calculation can be reviewed later.
Avoid changing methods without recording the change. Consistent data is essential for identifying trends and measuring progress.
Ask suppliers to provide updated information annually or whenever their operations change. Include this requirement in contracts or preferred-supplier agreements where appropriate.
8. Link accommodation reporting to business targets
Use the information you collect to support measurable objectives.
Potential targets include:
- Reducing accommodation emissions per traveller night
- Increasing the proportion of bookings with verified sustainability data
- Consolidating project teams into suitable shared accommodation
- Reducing unnecessary travel between accommodation and worksites
- Increasing the use of suppliers with documented environmental policies
- Improving supplier responses to ESG questionnaires
Review progress quarterly or at the end of major projects. Compare performance by supplier, location, booking type and length of stay.
Also assess guest experience. Sustainable procurement should not create avoidable difficulties for workers or project teams. Reliable Wi-Fi, suitable workspaces, comfortable sleeping arrangements, responsive support and safe access remain essential requirements.
9. Avoid overstating sustainability claims
Maintain accurate and evidence-based communication.
Do not describe a property as carbon-neutral, net-zero or environmentally certified unless the provider can supply appropriate evidence. Do not present a general amenity as proof of a specific emissions reduction.
Instead, use precise language:
- “The provider has supplied energy-use information for the reporting period.”
- “The property includes a kitchen and laundry facilities suitable for extended stays.”
- “The supplier has documented its waste-management arrangements.”
- “The accommodation is located close to the project area, reducing commuting requirements.”
This approach protects your organisation from greenwashing concerns and strengthens the credibility of internal and external reporting.
Key takeaways for corporate accommodation procurement
Start by identifying accommodation within your business travel and Scope 3 reporting processes. Define the ESG information your organisation needs, then request measurable evidence from each provider. Assess whole-life value, location, facilities, service quality and data reliability alongside price.
Choose accommodation that supports efficient project delivery while maintaining clear records of the assumptions used in your reporting. By applying a consistent procurement checklist, you can make more informed booking decisions, improve supplier accountability and build a stronger evidence base for corporate ESG reporting.
To discuss suitable accommodation for your next project, view the Newport Stays properties or contact the team.
