Leaving before or after the 31 July

Make a check out appointment

Prior to checking out please contact your caretaker to arrange a check-out appointment.  To help us ensure the process goes as smoothly as possible, we ask that these arrangements are made at least 10 days before your departure.

Appointments are arranged on a first-come-first-served basis, so if you require an appointment at a particular time or on a particular day we suggest that you contact your caretaker to arrange this as early as possible.

Please be aware that caretakers are unable to schedule appointments for 31 July due to the high number of tenants who vacate on this date.  If you are vacating on 31 July there is a different procedure in place. 

Clean and clear your accommodation

To ensure that the check-out process runs smoothly and efficiently for all tenants on the day you check out, we would be grateful if you could ensure that:

  • you are on time for your appointment
  • where possible your accommodation is completely clear of your personal belongings
  • where possible your accommodation is clean and ready for a new tenant to move into.

Have your inventory checked

Your caretaker will check the state of your property against the inventory (which was provided to you at the commencement of your tenancy and should have been counter-signed by you at the time) and ensure the property has been left clean, tidy and free of damage. If you have misplaced your inventory and wish to review a copy of this prior to your appointment, please contact your caretaker.

Any damage to your accommodation will be recorded on the Check-Out Form and you may be charged for this.

Your deposit will be returned to you minus, any deductions (for unpaid rent, utilities and any other charges including additional cleaning or damage) to the card details you have provided us with in accordance with the terms of your Tenancy Agreement.

We ask tenants not to leave items behind for future tenants to use. Please take your belongings with you, arrange to hand them to another student in person before you go, or dispose of them responsibly. Please refer to your caretaker for advice.

Complete a Check-Out Form

During your check-out appointment you will be asked to complete a Check-Out Form and provide:

  • a forwarding address and email address should we need to contact you regarding the return of your deposit or any additional charges that may be been incurred
  • debit card details so that any money that may be owing to you can be returned (including the balance of your deposit, if any).

Any damage or cleaning charges will be stated on the form. You and your caretaker will both sign the form and you will be given a copy for your records. Your caretaker will return the other copies to our accounts team for processing.

If you have any questions regarding your financial account or deposit return please contact the Graduate Housing Accounts Office directly at accounts.graduatehousing@admin.ox.ac.uk

Nominating someone to check out on your behalf

We appreciate that it may be difficult for you to arrange a check-out appointment during normal working hours.  If this is the case you can nominate someone else to check out on your behalf.  You will need to fill out a Nomination Form which will contain details of:

  • your name and address of the property
  • your forwarding address
  • your forwarding email address
  • the name and contact details of the person you wish to nominate
  • confirmation that the nominated person is authorised to complete the Check Out Form on your behalf (including signing this to agree to any damage or cleaning charge that may be required).

Vacate the property

You will be required to hand over your keys and vacate the accommodation.  This includes your room/flat key as well as any front door, window, garage, laundry room, bike shed and common room keys you may hold.

For additional information please visit: Things to remember and Return of your deposit