Below is the official SayPro Housing Mapping and Allocation Form — a structured template designed to track the assignment, location, condition, and occupancy of SayPro staff housing units under the HOTTS framework. This form supports both manual and digital recordkeeping.

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SayPro Housing Mapping and Allocation Form

Department: SayPro Housing & Tenancy Management
Form Code: SHMAF-2025
Date of Completion: [DD/MM/YYYY]
Prepared By: [Name, Role]
Reviewed By: [Supervisor / Manager]

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Section 1: Staff Information

Field	Details
Full Name	________________________________
Staff ID Number	________________________________
Position/Designation	________________________________
Department	________________________________
Contact Number	________________________________
Email Address	________________________________
Employment Start Date	________________________________

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Section 2: Housing Unit Allocation

Field	Details
Housing Unit Number	________________________________
Housing Type	☐ Apartment ☐ Standalone House ☐ Shared Unit ☐ Leased Property
Physical Address	________________________________
Province	________________________________
Municipality	________________________________
Ward (if applicable)	________________________________
Occupancy Start Date	________________________________
Lease/Ownership Type	☐ Tenancy ☐ Ownership Transfer ☐ Temporary Use
Allocation Status	☐ Active ☐ Pending ☐ Terminated
Housing Allocation Reference No.	SHU-[Auto/Manual ID]

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Section 3: Housing Condition & Infrastructure

Feature	Condition	Notes
Electrical	☐ Good ☐ Needs Repair ☐ Urgent Issue	______________________
Plumbing	☐ Good ☐ Needs Repair ☐ Urgent Issue	______________________
Security	☐ Adequate ☐ Needs Upgrade	______________________
General Cleanliness	☐ Satisfactory ☐ Unsatisfactory	______________________
Furnishing (if provided)	☐ Full ☐ Partial ☐ None	______________________
Internet/Connectivity	☐ Available ☐ Not Available	______________________
Accessibility	☐ Accessible ☐ Limited Access	______________________

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Section 4: Occupant Information (Dependents or Co-Occupants)

Full Name	Relationship to Staff	Age	ID/Passport No.
__________________	______________________	____	_______________
__________________	______________________	____	_______________
__________________	______________________	____	_______________

Attach supporting documents:
☐ Birth Certificates
☐ Marriage Certificate
☐ Dependent IDs

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Section 5: Supporting Documents Checklist

Please attach the following (where applicable):

• Certified Copy of ID/Passport
• Proof of Employment (HR letter)
• Last 3 Months’ Payslips
• HOTTS Application Form / Transfer Request
• Tenancy Agreement (signed)
• Self-Assessment Form (housing condition)
• Dependent Supporting Documents
• Municipal Rates Clearance (ownership cases)

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Section 6: Verification & Allocation Approval

Role	Name	Signature	Date
Prepared By	____________________	_______________	__________
Verified By (Housing Officer)	____________________	_______________	__________
Approved By (Manager/Chief)	____________________	_______________	__________

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Notes & Additional Comments

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Submission Instructions

• Submit completed form to: housing.allocations@saypro.org
• Upload to: www.saypro.org/allocations-dashboard
• File format: PDF or Online Form Submission via SayPro Systems

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