Managing a Boarding House or Dorm in the Philippines

Managing a boarding house or dorm in the Philippines works best when every bed carries its own price, every boarder holds their own kontrata, and the house rules and the split for electricity and water are written down. Where a minor is involved, the parent or guardian is part of the agreement. Set up that way, the whole room is not dragged down when one person fails to pay or moves out.

A dorm is not an ordinary apartment. You have more tenants, each paying less, and they come and go far more often. That is exactly why it needs a system.

Why price it per bed?

In a bedspace setup what you are renting out is the bed, not the whole room. It is clearer when:

• Every bed carries a label or a number (Room 2 Bed A, for instance)
• Every bed has its own price, especially where they differ (lower bunk, upper bunk, beside the window)
• What comes with it is written down: locker, study table, mattress, Wi-Fi
• You know at a glance which bed is free for the next boarder

Does every boarder need a separate contract?

Yes, and it is worth the extra paperwork. One contract covering four boarders in a room turns messy the moment one of them leaves or falls behind. With one kontrata per boarder:

• Each one is liable only for their own upa and deposit
• One can move out without affecting the others
• It is plain which bed belongs to whom
• Receipts and records stay separate

The contract should carry the boarder's name, the bed and room, the term (a semester or a school year, say), the upa, the deposit, and the house rules.

What if the boarder is a minor?

Plenty of boarders are students under 18. In that case the parent or guardian should be part of the agreement, because they are the ones able to enter into a contract for the minor and they are usually the ones paying.

• Have the parent or guardian sign as a party or co-signer
• Take their contact number and address for emergencies
• Make clear who the bills and receipts go to
• Walk them through the curfew and the house rules

What house rules does a dorm need?

House rules head off most of the friction inside a dorm. Write them down and explain them before anyone signs:

• Curfew: what time the gate closes, and what to do if someone will be late
• Visiting hours: when visitors are allowed, and which areas they may use
• Overnight guests: usually not allowed, or allowed for a fee and with notice
• Cleanliness: the cleaning schedule for common areas
• Noise: quiet hours for those studying
• Cooking and appliances: whether a rice cooker, electric fan or iron is allowed in the room
• Security: looking after keys, and not letting strangers in

For a fuller list, read our guide to house rules for rentals.

How do you split electricity and water per room?

There are two common approaches:

1. Included in the upa: simpler for the boarder. Say so clearly in the contract and in the listing — electricity and water included — along with any limit, such as an extra charge for a personal aircon.
2. Billed separately per room: where each room has a submeter, the room's bill is divided among its occupants.

If you bill separately, the simplest and fairest method is an equal split among the room's boarders. If Room 2 uses ₱1,200 of electricity and four people live there, that is ₱300 each. Show the submeter reading and the arithmetic so there is nothing to doubt.

If you are charging for electricity from a submeter, base the rate on the actual bill from the distribution utility, and show that bill when asked.

Does rent control cover dorms?

Yes. Dormitories, boarding houses and bedspaces that are residential and fall within the rent threshold are covered by the Rent Control Act. For units let to students there is also a rule that the upa may only be raised once a year. Read our guide to rent control in the Philippines and check the latest DHSUD issuance.

One more reminder: check with your LGU which permits are required to operate a boarding house in your area.

How MagpaUpa helps

MagpaUpa has a starter template for bed space and dorm contracts, so every boarder holds their own kontrata for their own bed. You can set up the dorm's rooms and beds, and the app splits room bills equally among the people living in that room. There is a house rules checklist too, covering curfew, visitors and the rest, and every boarder gets their own invoice and receipt. Try MagpaUpa.