Move Out Procedure

Move-Out Procedures & Key Return Information

Moving out of your home involves a lot of moving parts! To ensure a smooth transition, a quick deposit return, and to prevent unexpected contract or bank charges, please use this master guide to navigate your final weeks with Bee City Living.

Your tenancy officially concludes on the final date specified in your agreement. Here is exactly how to manage your exit across three distinct phases.

📅 Phase 1: Preparing for Your Move (Your Final Week)

Excellent preparation during your final week is the secret to a hassle-free checkout and a full deposit refund.

• Review the Standard: Open the original Move-In Inventory Report sent to you on Day 1. Our checkout inspectors use these exact comparison photos. The property must be returned to this standard (allowing for normal wear and tear).
• The Mattress Protector Rule: Please ensure you wash and leave a completely clean mattress protector on the bed(s) at checkout, matching the fresh condition it was offered to you at the start of your tenancy.
• Rubbish & Belongings: Ensure 100% of your personal items and rubbish are cleared from the property, including inside cupboards, drawers, and communal areas. Any items left behind will be removed by a contractor, and a disposal fee will be deducted from your deposit.
• Stop Your Standing Orders: Please log into your online banking app or contact your bank directly to cancel your monthly rent standing order once your final rent payment has cleared.

⚠️ Administrative Overpayment Charge: If you forget to cancel your standing order and accidentally pay rent after your tenancy has officially ended, reversing the automatic bank transfer incurs a £20 administrative processing fee, and refunds can take up to 10 working days to land back in your account.

🔑 Phase 2: Key Return Day (The Tenancy End Date)

Managing your keys correctly is vital to ensuring our team can run checkout inspections on time for incoming residents.

• The Midday Deadline: All keys, fobs, and parking permits must be returned to our office no later than 12:00 pm (Midday) on the final date of your tenancy.
• Moving Out Early: If your household plans to vacate the property before your official contract end date, please let us know as soon as possible via email! We can often schedule your final inspection earlier, which can speed up your deposit release.
• Note: If you do vacate early, please remember that your final Tenancy Liability Form cannot be fully executed until our team takes the official, closing meter readings on the absolute last day of your legal contract.

📦 How to Return Keys Outside Office Hours

If you are moving out over the weekend or outside of our standard operating hours, you must use our overnight drop facility:

1. Place all your keys, fobs, and permits into a secure, sealed envelope.
2. Clearly write your Property Code on the front of the envelope.
3. Drop the envelope directly into our City Centre office letterbox.
4. Send a quick confirmation email to hello@beecityliving.co.uk to let us know they have been safely deposited.

📉 Phase 3: After You Leave (Utilities & Deposit Payout)

Once your keys are back in our hands, your physical responsibilities end and our administrative process begins.

• The Checkout Inspection: On the final day of your tenancy, our team will conduct a comprehensive photographic inspection of the property after it has been fully vacated.
• Closing Your Bills: We will record the official closing utility meter readings during this inspection. We will provide these final figures and photographic evidence directly to you via email so you can accurately close your accounts with your suppliers (such as British Gas, Octopus, United Utilities, etc.) and avoid estimated bills.
• Council Tax Note: Remember that you remain legally liable for Council Tax up until the final official day of your contract, even if you choose to hand back your keys early.
• The DocHub Liability Form: Within 10 working days of checkout, you will receive your Move-Out Report alongside a digital Tenancy Liability Form via DocHub.com. This form outlines the final meter readings and any mutually agreed adjustments for cleaning or damage. All named tenants must digitally sign this form.
• The Deposit Return: Once the DocHub form is completed, the Lead Tenant (as registered within the TDS Custodial Scheme) will receive the full deposit distribution via the government-approved scheme to allocate among your housemates. The total timeline from key return to final release typically takes up to 10 working days.

💡 Your Final Moving-Out Checklist

• Reply to our move-out email confirming the exact date and time your household is leaving.
• Review our online Move-Out Cleaning Guide and clean the property thoroughly.
• Wash and leave a clean or new mattress protector on the bed.
• Cancel your monthly rent standing order with your bank.
• Remove all rubbish and double-check all drawers for personal items.
• Place all keys in an envelope marked with your Property Code.
• Return keys to our office by 12:00 pm (Midday) on your final day.
• Redirect your post with the Royal Mail and use our final readings to close your utilities.

We would like to take this opportunity to thank you for being a resident with Bee City Living. If you have any remaining questions or concerns about your checkout, please don't hesitate to reach out to our team.

• 📧 Email: hello@beecityliving.co.uk / maintenance@beecityliving.co.uk
• 📞 Phone: 0161 211 3908