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Caltech Housing Office Intent to Vacate/Room Move Information


File a NOTICE OF INTENT TO VACATE / ROOM-MOVE FORM online 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. The 15 days start on the day you submit your form. Failure to submit the Intent to Vacate/Room Move form prior to moving will result in an improper check-out/room move fee.

Up to one week prior to your departure, Housing Maintenance will send email notification of your scheduled pre-moveout inspection with a Maintenance Technician that will include the date and time. A technician will walk the unit with you and note areas in the unit that need attention prior to your move-out to avoid furniture, paint or flooring repairs or custodial charges.

Please see below for guidelines that should be followed before checking out of Caltech Housing to avoid damage charges:
  • Make sure all personal items and trash is removed from the unit/room prior to turning in your keys.
  • Make sure all areas in the unit are cleaned. If living in a shared unit, this will include your bedroom and common areas.If applicable, return all furniture to its proper location.
  • Make sure there are no major damages to the unit/room.
  • We encourage our residents to perform a final walk through of their unit/room and take pictures of the condition they are leaving it in prior to checking out and turning in the keys. Please send the pictures to
  • Arrange to have your mail forwarded at least two weeks prior to moving out through USPS. 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 through your access account.
  • 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.
  • Remove all personal belongings. Be sure to check all drawers, cabinets, balconies/ patios and storage areas.
  • Items left behind will be discarded and fees will apply.
  • 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.
  • CLEAN- ALL COMMON AREAS -Bathroom(s), Kitchen, Bedroom, Living Room and Patio/Balcony.
  • If applicable, return furniture to its proper location. Remove all personal furniture.
  • Any damages beyond what Caltech Housing deems normal wear and tear will be charged to the resident.
  • If applicable, lock the door to your private bedroom. If you have roommates, they are not allowed to move into your room without permission from 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 as stated in your Housing Contract.
  • File a NOTICE OF INTENT TO VACATE / ROOM-MOVE FORM online. Failure to submit the Intent to Vacate/Room Move form prior to moving will result in an improper check-out/room move fee. 15 day notice is NOT required if you moving from one Caltech location to another.
  • Call 626-395-6175 to schedule your inspection at least one week in advance to avoid scheduling conflicts. Inspections are Tuesday, Wednesday and Thursday during the hours of 1:00 p.m. and 4:00 p.m.
  • For inspection the Unit/Room does not have to be completely empty or cleaned.
  • It is mandatory to be present at the inspection.
  • Pick up a CHECK-OUT ENVELOPE.Follow "Move-out Procedures Checklist" below.
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 as deemed by Caltech Housing. 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.

All keys, mail 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.

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. 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, fees will apply.

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!

  • Floors
  • Carpets – professionally cleaned
  • Ceilings, walls, scuffs, corners, baseboards and heat registers (remove spider webs)
  • Windows, sills, drapes and blinds
  • Light fixtures; replace bulbs if needed
  • Ceiling fan blades and lights
  • Casings around all doors
  • Light switch and electrical outlet covers
  • Clean inside all cabinets and drawers, wipe down exteriors
  • Clean countertops and sinks
  • Defrost refrigerator(s), clean inside and out, including doors and shelves, and clean rubber gaskets around both doors (remove crumbs)
  • Remove all knobs and clean
  • Clean dishwasher; including inside trays and racks and outside of door, especially edges
  • Clean stovetop (lift up stovetop and clean underneath), under burners and burner drip pans, oven (including racks), and broiler pan and drawer
  • Clean range hood and wash filter; Clean and check lights - replace bulb if needed
  • Clean exhaust fans, and grills in bathrooms
  • Clean bathtubs/showers, doors, chrome and walls (leave no residue - test with your hand)
  • Clean toilets completely
  • Wipe down towel racks, soap dishes and toilet paper holders
  • Clean and test smoke detector
  • Clean thermostat
  • Curtains faded by the sun
  • Water-stained linoleum by shower
  • Minor scuffs on or nicks in wall
  • Moderate dirt or spotting on carpet
  • 2-3 small tack holes in wall
  • A rug worn thin by normal use
  • Worn gaskets on refrigerator doors
  • Dark patches of ingrained soil on hardwood floors that have lost their finish and have been worn down to bare wood
  • Faded paint on walls
  • Warped cabinet doors that won't close
  • Stains on old porcelain fixtures that have lost their protective coating
  • Light dust on mini-blinds
  • Bathroom mirror beginning to "de-silver" (black spots)
  • Clothes dryer that delivers cold air because the thermostat has given out
  • Toilet flushes inadequately because mineral deposits have clogged the jets
  • Door off its hinges
  • Rips in carpet or large stains
  • Nail holes or larger tack holes 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,appliances
  • Grime-coated bathtub, toilet, countertops
  • Missing mini-blinds, curtains, excessive stains, dirt 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