Move Out Guide 2023
If you are receiving this guide it is because you have not renewed your lease with us for the 2023-2024 school year and your move-out is scheduled for July 31st, 2023 at 9 AM!
This guide contains everything that you need to know about moving out. Please take some time to review this information well before you plan to move out. All vacating residents will be responsible for the information contained within this guide. Should you need further assistance or have any questions, please do not hesitate to ask a member of our staff.
We are sad to see you go and we know moving can be stressful, so we have created this guide to make it easier on you!
Remember, you are financially responsible for your Lease until July 31st, 2023. Please note that you will remain financially responsible for all damages to the apartment through the end date of your lease.
Plan ahead! Again, you must be completely out of your apartment and your keys must be turned in by 9:00 AM on July 31st, 2023 in order to avoid holdover fees and other fines!
Table of Contents
AN AMERICAN CAMPUS COMMUNITY–
HOUSING TO LIFE.
BRINGING STUDENT
Letter to Residents ……………………………………… Pg. 2 Pre-Check Out Responsibilities ……………………………………… Pg. 3 Cleaning Checklist …………………………………………………… Pg. 4 Move Out Charges List ……………………………………………… Pg. 5 The Check Out Process ……………………………………………. Pg. 6 Security Deposit Refund ……………………………………………. Pg. 7 Frequently Asked Questions ….……………………………………. Pg. 8
Avalon Heights
Dear Valued Residents,
Move-out day is fast approaching! If you are receiving this packet, it is because you have not signed a renewal lease for the upcoming fall semester. Move-out day is scheduled for Monday July 31st, 2023 (all residents who have not renewed must vacate by 9 AM).
Enclosed in this packet is a list of important facts to remember about move-out as well as a list of commonly asked questions.
Please remember that each individual resident is responsible for emptying out his/her own bedroom and bathroom and is jointly responsible for emptying/cleaning out the patio/balcony and common areas (including the kitchen, laundry area and living room). Please note that charges will apply for “trashing out” any items left in a bedroom, bathroom, common area, on the patio or in the laundry area (whether small or large) - these will be charged at $40 per bag of trash, bag and tag and $55 for each large item or piece of furniture. Cleaning charges will also apply for bedrooms/bathrooms/common areas/laundry areas/balcony’s not cleaned before moving out.
All keys, including front door, bedroom and mailbox are due to the Leasing Office no later than 9 AM on Monday July 31st or at the time of checkout. This is extremely important to remember because there will be a $75 holdover fee charged (per day), and a $70 charge for keys will instantly applied to anyone who is not completely moved out of their bedroom/apartment by this date and time; be advised that exceptions will not be made. Additional fees will apply if vendors are unable to complete their scheduled maintenance and/or if a new resident is unable to take occupancy because you have failed to vacate on-time. Because move out is scheduled for a Monday morning, we ask that you please begin your planning early!
Leaving keys in your bedroom/apartment or mailing them to the office will not suffice! Again, keys must be turned into the Leasing Office and a move-out form must be filled out with a forwarding address listed. At this time we will also review your account balance and request that any money owed be paid at this time.
If you wish to schedule a move-out inspection with Management before you leave, please note that appointments will be made on a first come, first served basis for those ready to move out prior to July 21, 2023 between 10:00am and 4:00pm, weekdays only. Note that it is not mandatory to schedule a move out inspection with Management. If you cannot or do not wish to be present, Management will complete an inspection of your bedroom/apartment after 9 AM on move out day. We ask that if you wish to have your bedroom/unit inspected that you coordinate with your other vacating roommates to ensure that everyone is 100% moved out prior to the inspection.
All account statements, which may include a refund or a balance due, will be mailed out after all final unit inspections are complete, no later then 30-business days after move-out. Please remember that if a balance is owed, it must be paid by the date listed on your statement. Any outstanding balances not received on or before the date listed will be sent to a collections agency which affects both Leaseholder and Guarantor.
Please make sure you cancel your autopay in order to avoid reoccurring charges past July 1st, 2023.
We sincerely hope that you have enjoyed your time here at Avalon Heights and we wish you much luck in the future!
Thank you,
Avalon Heights Staff
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Avalon Heights
AN AMERICAN CAMPUS COMMUNITY– BRINGING STUDENT HOUSING TO LIFE.
Pre-Check Out Responsibilities
Be sure that you are current with your rent and other charges including any utility overages.
Talk with your roommates about each person’s responsibility when cleaning the apartment and preparing it for move out. You should discuss any damages in the apartment and whomever is responsible for those damages should notify the office in writing that they are responsible prior to move out. Any common area damages (including trash or cleaning needs) will be split evenly amongst all resident in accordance with the lease agreement,
If you and your roommate(s) switched rooms you both must notify the front office in writing prior to moving out in order to avoid being charged for damages in the wrong room. Letters received after July 31st will not be accepted and charges will remain for the bedroom in which you were originally placed.
After you have removed all of your belongings, thoroughly clean your apartment. If our staff determines that the apartment is dirty or requires repairs, you will be charged for these items. We cannot inspect your individual unit if your personal belongings are still present in the apartment’s common area and/or the bedroom/bathroom area. All common area furniture (coffee tables, chairs, etc.) must be present in the common area at the time of checkout.
Please forward all your mail by contacting the USPS, as well as individual businesses. We are unable to provide forwarding services. Any mail received past move out will be returned.
If you would like a staff member to accompany you during your move out inspection, you must make an appointment. Appointments will be accepted on weekdays only between 10:00am and 4:00pm for those ready to move out prior to July 21, 2023.
Here are our expectations and some common cleaning issues:
Kitchen - All of the appliances should be clean and free of any residual food. Cleaning charges for these items add up quickly. DO NOT FORGET TO EMPTY ALL CABINETS.
Bathroom - The shower, toilet, sinks and fixtures should all be cleaned thoroughly. The floor should be mopped and the counters and cabinets should be wiped down.
Carpet - The carpet should be vacuumed. We look for stains, tears, burn marks and holes.
Trash - Take all your trash to the roll-off dumpsters before turning in your keys. Do not leave any trash bags or personal furniture items inside the apartment or outside the front door by the valet bin If we have to remove any trash, boxes, or unwanted items from your apartment or outside your apartment, your account will be charged $40 per bag or $55 per furniture item
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Avalon Heights
Cleaning Checklist
Kitchen:
____ Countertops & sinks wiped down and cleaned.
____ Furniture cleaned and free of dirt.
____ Stovetop glass cleaned and free of debris.
____ Oven emptied and cleaned.
____ Refrigerator/freezer emptied cleaned and odor free.
____ Cabinets & drawers cleaned and emptied out.
____ Dishwasher emptied wiped down and operable.
____ Garbage disposal cleaned and operable.
____ Vinyl floor mopped and free of dirt/scuff marks.
____ Closets and pantries cleaned out and racks wiped down
____ Walls painted to original color
Common Area:
____ Sofa & Love Seat cleaned, vacuumed and unsoiled (Don’t forget under the cushions.)
____ Furniture clean and free of dirt.
____ Carpet clean and vacuumed.
____ Smoke detectors attached and operable.
____ Blinds & windows cleaned and operable.
____ Screens undamaged and properly attached.
____ Walls painted to original color.
Bathroom:
____ Remove ALL personal property litter and trash.
____ Cabinets cleaned and emptied out.
____ Vinyl floor mopped and free of dirt/scuff marks.
____ Sinks & countertops wiped down and cleaned. ____ Mirrors wiped down and cleaned.
Shower wiped down and cleaned.
____ Toilet wiped down and cleaned.
____ Walls painted to original color.
Bedroom:
____ Remove ALL personal property litter and trash. (Check under bed and in dresser drawers.)
____ Furniture cleaned and unsoiled.
____ Carpets clean and vacuumed.
____ Blinds & windows cleaned and operable.
____ Screen undamaged and properly attached.
____ Smoke detector attached and operable.
____ Bedroom door locked upon your exit.
____ Walls painted to original color
____ Remove mini fridge/microwave (If applicable)
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AN AMERICAN CAMPUS COMMUNITY– BRINGING STUDENT HOUSING TO LIFE.
____
Move Out Charges Continued...
*Amounts on the Move Out Charges List are subject to change*
NOT ALL PRICES ARE LISTED. Please see the office for additional pricing.
Any common area damages will be split among all residents in the apartment. If you or one of your roommates are responsible for a common area damage, you must notify the office in writing claiming responsibility for the damage prior to move out.
The Check Out Process
Just when you think you are done packing, the car is loaded, and you are ready to leave, you still have a few steps prior to being officially moved out. The following steps must be taken once all of your belongings are out of the Apartment and you are ready to turn over your keys to the office.
All of your belongings must be removed from your apartment prior to starting the Checkout Process with the Office. Once you turn in your keys to the office, you have surrendered possession of your unit back to Avalon Heights and may no longer clean, vacuum etc. Lock your bedroom door prior to leaving the unit.
Come to the Leasing Office to begin the Checkout process with a staff member. You will have to fill out a Move Out Form indicating your forwarding address, phone number, etc. You will hand in your front door key, bedroom key and mailbox key. Keys WILL NOT be accepted via mail, or at any time after you have checked out with our office. If they are not turned in at the time of checkout, your account will be charged for replacements.
Please make sure you cancel your autopay in order to avoid reoccurring charges past July 1st, 2023.
We will use your Unit Condition Form that you filled out upon move in when inspecting the Apartment to make sure that you are not charged for any damages that were present when you moved in.
You may vacate any time before 9:00 AM on July 31st, however please note that after July 21st, 2023 you will be unable to accompany a staff member on your inspection. Again, once you turn in your keys to the office, you have released possession of your unit back to Avalon Heights and may not re-enter the unit to clean or make any additional repairs. Lock your bedroom door prior to leaving the unit.
Please be prepared to pay any unpaid balance on your account prior to move out or your move out will be halted. For account balances please stop by our front office, email our Bookkeeper, or call the office at (813) 866-8888. Any unpaid balance will be considered unpaid. Your balance due will be indicated on your statement of deposit
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FrequentlyAsked Questions
1. How should I proceed if my roommates are coming back next year, or if I want to move out before my other roommates plan their move out?
You don’t have to wait for everyone to move out at the same time. However, we will be unable to inspect the entire apartment for damages and cleaning if your roommates, who have also not renewed with us, are still living in the unit.
2. My roommate damaged something in a common area. How can I make sure I am not charged?
If your roommate damaged something in the Apartment, they need to notify the office in writing that they are taking responsibility for the damages prior to you moving out. If the person responsible does not notify the office in writing, each roommate will share an equal charge for the damage. It is your responsibility to talk with your roommates about them taking responsibility for the damage.
3. Can I move out after 9:00 AM. on July 31st, 2023?
No, please plan ahead. Anyone who is not moved out by noon on July 31st 2023 will be subject to holdover fees as per the lease agreement (pg. 5) and could face additional charges if your holdover interrupts our contractors’ schedule.
4. Can I move out early?
You may choose to move out any time before your Lease expires. Moving out before the ending date of your Lease does not cancel/nullify/terminate or otherwise modify your Lease. You are still responsible for your contract in its entirety including any potential utility overages.
5. What if I never turned in my Unit Condition Form?
Unfortunately, we will not know if anything was damaged when you moved in. We stressed the importance of this when you moved in and according to your Lease, it was due back to us within 24 hours. Therefore, we will inspect your apartment and you will be charged for any applicable damages.
6. Can I mail in my keys to the office?
All keys must be turned in by the vacate date and time per your lease agreement which is July 31st by Noon. Should you mail your keys in before this date and we do not receive them on time or they are lost in the mail, we will be forced to charge your account in order to replace them.
7. How do I forward my mail?
Once you turn in your keys, you will no longer have access to your mailbox. Your mail WILL NOT be forwarded through Avalon Heights’ Office or the U.S. Post Office. It is your responsibility to contact all persons sending you mail and change your address with each one. Any mail still arriving to your unit after move-out will be returned to sender and will NOT be Avalon Heights’ responsibility.
8. Will a staff member walk my apartment for damages with me?
A staff member will walk the apartment with you for damages by appointment until July 21st, 2023. Again, you must contact the office and make an appointment for an inspection. Inspections cannot be granted between the dates of July 22nd – July 31st.
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