Surrendering a tenancy

If you wish to surrender your tenancy, the University’s usual policy is to allow this as long as a replacement tenant has been found, either by the tenant, or the Graduate Accommodation Office. There will be a £75 admin fee payable to complete the surrender of tenancy.  If a replacement tenant is not found, you will remain liable for up to three months following their preferred leave date, or until the end of their tenancy, which ever period is shorter.

In exceptional circumstances, we may agree to release an existing tenant before a replacement has been found.  You will need to email the Graduate Accommodation Office setting out why you believe your circumstances are exceptional.

Complete the Intention To Leave Form

  • The Intention To Leave Form is available here: Intention to Leave Form (20kb)
  • Provide details of the date you would prefer the surrender to be effective from, which must be at least 28 days after the date the Intention to Leave Form is submitted.
  • If you feel you have exceptional circumstances that should be taken into consideration, please attach proof of these circumstances (e.g. a supporting letter from your doctor) and submit this along with your form.
  • In the case of a joint tenancy, both tenants need to sign the Intention to Leave Form.

Seek a replacement tenant

  • If you have identified a replacement tenant to take over your tenancy at the point of submitting the form, please include their details on the Intention to Leave Form (20kb)  If you subsequently source a potential replacement, please pass their details to graduate.accommodation@admin.ox.ac.uk and we will contact them with a formal offer.
  • If you do not have a replacement tenant, the Graduate Accommodation Office will endeavour to help you find one. 
  • The University will carry out the necessary checks to ensure the replacement is an eligible student of the University of Oxford and not considered an unacceptable tenant

An unacceptable tenant is any person who: 

  • a, has breached any tenancy agreement with any other College or the University
  • b, has caused or is likely to cause a nuisance or disturbance to other students, tenants or occupiers
  • c, has any outstanding issues in respect of their studies or is in dispute with either the University or the College
  • d, has outstanding debt to the University or their College or is otherwise unlikely to be able to pay the rent or comply with of the terms of the tenancy agreement.

Confirm replacement tenant

Once a replacement tenant has been found who wishes to take over the accommodation, the Graduate Accommodation Office will send them a formal offer letter, and they will need to pay the standard opening balance to secure the accommodation.

If a replacement tenant is not found, you will be held liable either for a maximum period of 3 months following your preferred surrender date, or until the end of your tenancy agreement, whichever is shorter period.  

Pay admin fee and attend the tenancy surrender appointment

  • Once the replacement tenant has paid to secure the accommodation, we will then contact you to request that you pay the standard £75 administration fee for completing the transfer of tenancy.

    Once this has been received, we will contact you to arrange an appointment at the Graduate Accommodation Office to transfer the tenancy to the replacement tenant. In the case of a joint tenancy, both outgoing tenants must attend the appointment.

    • At the appointment, a Surrender Agreement must be signed by you as the outgoing tenant and a Tenancy Agreement must be signed by the new tenant. In the case of a joint tenancy, both outgoing tenants must sign the Surrender Agreement. Both these documents must be signed in person before you leave Oxford. 
    • If you wish to review the terms of these documents in advance of your appointment, our standard form of Tenancy Agreement is available online and the form of Surrender Agreement is available on request.
    • If the documents have not been signed by the agreed surrender date, the surrender will not be effective and the original tenancy will continue.  This includes the payment of rent and utility bills.

Check out

  • Once all documents have been signed and the check-out process has been completed, the Graduate Accommodation Finance Office will confirm the final balance due (if any) taking into account any pre-payments of rent.
  • As the outgoing tenant, you will also need to complete a form containing contact details and bank details for repayment of the balance of the deposit (if any) which will be returned within four weeks of the agreed surrender date. 
  • If you fail to remove all your belongings, leave rubbish behind or leave the property in a state which requires repairs or cleaning, charges will be made for this and deducted from your deposit in the usual manner.