What information should I collect before arranging new-home service appointments?

Make a small appointment note for each service rather than relying on memory. Start with the address where the visit will happen, including unit or building details if applicable. Add a short description of what you’re requesting and whether anything about the timing is important—for example, whether the visit needs to happen before you move in or before another appointment.

Then decide on two or three appointment windows you can manage. If someone else will meet the provider, confirm that person’s availability first. Have a way to contact the person on site, but wait to share contact details until you know what the provider needs and how it will be used.

A simple starting note could be:

“Service: [type of service]. Address: [service address and unit]. Request: [brief description]. Available: [days and time windows]. On-site contact: [name or role and preferred contact method]. Access notes: [relevant instructions, if confirmed].”

Treat this as a preparation aid, not a guarantee that every provider will ask for the same information.

Think about what a visitor needs to find the home and reach the correct entrance, without assuming that a provider can enter or use a particular route. Depending on your situation, you might note a building name, unit number, entrance to use, where to meet, or a check-in step. Include only arrangements you have permission to share and that will still be valid on the appointment day.

Also consider whether there are constraints the provider should know about in advance, such as limited parking, a building entry process, or a preferred arrival window. These are prompts to check—not claims that every provider needs them. Ask directly whether the provider has its own access, parking, or arrival instructions. If access depends on a key, code, concierge, or another person, confirm the arrangement with the relevant person and the provider before the visit. Avoid placing access details in a broadly shared note; provide them through the provider’s requested channel when necessary.

Agree on three things with the person who will be there: which appointment windows work, what they are authorized and prepared to handle, and how the provider should contact them on the day. Tell the provider who the on-site contact is and ask whether that person can coordinate arrival or make any decisions needed for the visit. Don’t assume that booking permission also means permission to approve extra work or changes.

For example, if you are booking for a housemate, your note might say: “Please coordinate arrival with [on-site contact name or role] using [preferred contact method]. The confirmed visit window is [date and time window]. Questions about changes should go to [booking contact or agreed decision-maker].” Replace each bracket with information you have confirmed. Share both people’s details only if needed, and keep the appointment confirmation accessible to those coordinating the visit.

Ask the provider to confirm the date, arrival window, service address, and the best way to handle arrival-day changes. Check whether anything needs to be ready beforehand, whether someone must remain on site, and whether the provider has specific access or parking requirements. Those requirements can differ, so get them from the provider rather than guessing.

Here is a reusable final check:

1. Request and service address match what you intended.
2. Date and arrival window work for the person on site.
3. On-site contact and contact method are confirmed.
4. Access, meeting point, and parking arrangements are checked where relevant.
5. Provider-specific preparation instructions and any open questions are noted.
6. Confirmation is saved somewhere the people coordinating the visit can find it.

If a detail is uncertain, mark it as a question and resolve it with the provider or the person responsible for the home before the appointment. This checklist helps organize the booking; it does not establish a provider’s requirements or guarantee a particular arrival time.