Notice of Intent To Vacate/Room-Move Form

California Institute of Technology
Housing Office
Check-Out Procedures

PRIOR TO MOVING OUT

File a NOTICE OF INTENT TO VACATE / ROOM-MOVE FORM online or in the Caltech Housing Office at least fifteen (15) days before you intend to vacate. If you do not give us fifteen (15) days notice, you will still be charged rent for the fifteen (15) days after you inform us.

• Pick up a CHECK-OUT ENVELOPE.
• Make an inspection appointment. Call in for your inspection at least one week in advance to avoid scheduling conflicts. Inspections will normally be made during the hours of 8:00 a.m. and 2:30 p.m. Monday through Friday. Inspections will not be made on Saturday or Sunday. It is to your advantage to be present at the inspection. Call 626-395-6175 to schedule your inspection.
• Follow “Move-out Procedures Checklist” below.
• Arrange to have your mail forwarded at least two weeks prior to moving out at: http://moversguide.usps.com.  Caltech is not responsible for forwarding your mail.
• If applicable, inform your utility companies (e.g. telephone, internet, cable services) of your move and cancel or move the services as appropriate.
• Update your personal and emergency contact information with Caltech, at https://access.caltech.edu/
• If you have an account with the Bursar’s Office and are leaving Caltech, please contact them at x2988 for an exit interview before you depart.

WHILE MOVING OUT

• Remove all personal belongings. Be sure to check all drawers, cabinets and storage areas.
• Personal items left behind will be discarded.
• If applicable, remove any self-installed adhesive or nails from walls, doors and windows.
• Remove all food from the refrigerator and kitchen cupboards.
• Throw away all trash and clear away any items from the patio or balcony.
• If applicable, return furniture to its proper location. Remove all personal furniture.
• Any damages beyond normal wear and tear will be charged to the resident.

AFTER MOVING OUT

• Residents with combination locks, please reset your combination to the combination originally assigned to you or indicate your new combination on the CHECK-OUT ENVELOPE.
• If applicable, lock the door to your private bedroom. If you have roommates, they are not allowed to move into your room without first informing the Caltech Housing Office and filing the appropriate forms. Both parties will be charged the IMPROPER CHECK-OUT/ROOM MOVE FEE if this happens.
• Return the CHECK-OUT ENVELOPE with all keys/remotes to the Caltech Housing Office located in the Center for Student Services. If you vacate after business hours, there is a drop box located to the right of the front door of the Housing Office. Your rent will be prorated according to the date when the keys were received by the Housing Office.
• Failure to check-out properly will result in an IMPROPER CHECK-OUT/ROOM MOVE FEE.

ROOM MOVE

• File a NOTICE OF INTENT TO VACATE / ROOM-MOVE FORM online or in the Caltech Housing Office located in the Center for Student Services fifteen (15) days before you intend to move. 
• Pick up a ROOM MOVE ENVELOPE.
• Make a Move In/Move Out inspection appointment. Call in for your inspection at least one week in advance to avoid scheduling conflicts. Inspections will normally be made during the hours of 8:00 a.m. and 2:30 p.m. Monday through Friday. Inspections will not be made on Saturday or Sunday. It is to your advantage to be present at the inspection. Call 626-395-6175 to schedule your inspection.
• Follow “Move-out Procedures Checklist” below.

California Institute of Technology
Housing Office
Move-Out Procedure Checklist

PREPARING FOR THE POST-MOVE-OUT INSPECTION
To not incur any charges, you must restore your unit to the condition it was in when you moved in, less normal wear and tear. Make sure that the following has been done before you depart:
1.         Check that your rent is paid in full.
2.         Empty your unit of all personal belongings.
3.         Return all keys and remotes to the Housing Office on indicated date of check-out.

Failure to complete the check-out procedures within the prescribed time period will result in an improper check-out fee and additional surcharges per day to be billed directly to the resident until such procedures are completed.

Your unit must be cleaned using the checklist below as a guide.

GENERAL INFORMATION
All keys, mail key, pool key, and garage door openers must be returned on your check-out day directly to the Housing Office located in the Center for Student Services. If you vacate after business hours, there is a drop box located to the right of the front door of the Housing Office. Your rent will be prorated according to the date when the keys were returned/received. DO NOT GIVE YOUR KEYS TO THE NEW RESIDENTS. Any keys not returned will result in a lock change at your expense.

CARPET CLEANING
If in the course of your personal walk though or your pre-move out walk through with Housing personnel it is determined that the carpeting is not in the same condition as it was at the time of  move-in (less normal wear and tear), then the carpet must be properly cleaned. You can have a professional company clean the apartment carpets or you can do it yourself by renting a carpet cleaning system from a drug/grocery store for around $20.00. Cleaning the carpet is the last item to be done before final inspection, since placing furniture on wet carpet may leave dents and dirty marks and may require you to re-clean. Failure to vacate the unit with clean carpets will result in a carpet cleaning fee. If Caltech Housing has to clean your carpet, it will be a minimum $75.00 charge.

CLEANING CHECKLIST
The following items will be checked at the time of the inspection. Please be sure that you have checked each and every item carefully. If everything is complete, no cleaning/damage fee will be charged. Let's work together to make your inspection a success!

IN GENERAL- MAKE SURE TO CLEAN THE FOLLOWING

• Door off its hinges
• Rips in carpet or stains from pets, kids, water/liquids
• Multiple nail holes or larger in walls that require patching as well as repainting
• Broken appliance interiors (e.g. refrigerator shelf)
• Water damage on wall from hanging plants
• Water stains on wood floors and windowsills caused by resident neglect (e.g. windows being left open during rainstorms)
• Sticky/greasy cabinet surfaces
• Grime-coated bathtub, toilet, countertops
• Missing mini-blinds, curtains, etc
• Mirrors caked with lipstick, makeup and soap scum
• Appliance damage due to resident misuse
• Toilets, sinks, and tubs damaged due to resident not reporting clogs or problems