Your Complete
Move-Out Guide
Everything you need to know before July 31.
🔑 Keys are due at the leasing office by 12 PM on July 31. A $25 late key fee applies if not returned by noon.
Move-Out Overview
Everything you need to know before your move-out date.
Who Is This Guide For?
This guide covers three move-out situations. Make sure you're reading the right section:
🏠
Full Move-OutAll roommates are moving out and the entire unit is being vacated. This is the most common situation. The Overview, Moving Out, and Checklist tabs apply to you.
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Partial Move-OutSome roommates are leaving and some are staying. See the Partial Move-Outs tab for more details on your specific process.
🔄
TransferYou're moving out of one University Heights unit and into another. See the Transfers tab. Your timeline is different from a standard move-out.
Key Dates
| Date | What's happening |
|---|---|
| Now | Submit maintenance work orders for damage in your unit. Repairs are less expensive before move-out than after |
| May 1 | RentCheck Move-Out Inspection invitation emailed to you. Bookmark it in your email until you move out. Complete it after cleaning, but before turning in your key |
| Before July 15 | Schedule professional carpet steam cleaning + professional home cleaning |
| July 25 | Last day to submit work orders at pre-move-out rates |
| Before July 31 |
|
| Before turning in key | Complete your RentCheck Move-Out Inspection |
| July 31 by 12:00 PM | Key delivered to the leasing office during office hours. Home must be cleared, cleaned, and ready for inspection. $25 late fee if key not returned by noon. |
| Within 30 days of July 31 | Security deposit returned with final account statement + RentCheck inspection + itemized invoice + tenant ledger |
| September 19 | Deadline to initiate an appeal. Submit via JotForm (link in the Moving Out tab) |
Moving Out
Your security deposit, common move-out charges, cleaning standards, and what happens after you turn in your key.
Your Security Deposit
💡
Your deposit is your moneyWe hold it while you live here and return it when you move out. Our goal is to return it in full.
What We Can and Can't Deduct
"Normal wear and tear" means natural aging of a property over time — things that happen regardless of how carefully you lived there.
✓ Wear & Tear (not chargeable)
- ✓Minor scuffs on baseboards from foot traffic
- ✓A couple of small nail holes from hanging pictures
- ✓Carpet faded after years of use
- ✓Microwave dies after 10 years — end of lifespan
✗ Damage (chargeable)
- ✗Carpet stains that survive steam cleaning
- ✗Excessive nail holes
- ✗Pet damage to carpet or walls
- ✗Holes in walls from furniture or accidents
- ✗Broken fixtures, doors, or hardware
- ✗Home not cleaned to required standard
Getting Your Deposit Back — What We Need From You
Look for the "Finalize Move Out Information" button at the top of your resident portal. This is where you provide your return information. You have two options:
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Direct deposit (recommended)Enter your bank account info in AppFolio. This is fastest and safest. There's no risk of a check getting lost in the mail.
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Forwarding addressWe need a valid mailing address to send your check to. Your forwarding address is always required, even if you've set up direct deposit.
⚠️
If you're moving out earlyMoving out early in May or June does not mean your deposit will be returned in May or June. Your responsibility to the property is through the end of your lease, so your deposit will be returned within 30 days of July 31, not the day you decided to move out.
Deposit Return Timeline
July 31 by noon
Key delivered → inspection begins
Within 30 days of July 31
Deposit returned + documents sent
You'll receive: your security deposit (via direct deposit or mailed check), your final account statement, our RentCheck inspection of your unit, an itemized invoice of all charges, and a tenant ledger. Note: If you fail to provide your bank information or forwarding address, the 30-day clock doesn't start until we have those on file.
September 30
Appeals deadline
If you believe any deductions to your deposit are inaccurate, you must initiate your appeal by September 19 via JotForm.
Submit an Appeal →
Cleaning Standards: What "Professional Quality" Means
✅
You can DIY, but it will be judged to a high standardYou're not required to hire a professional cleaning company. But whether you hire out or do it yourself, the result will be inspected against the same professional-quality standard. If it doesn't pass, we charge for it.
🧾
If you hire a vendor, send us the receiptsEmail receipts for cleaning and carpet steam cleaning to leasing@universityheightscs.com and a community specialist will upload them to your resident portal. Please note: having a receipt does not automatically mean you pass inspection. For example, if the carpet still has a stain after professional steam cleaning, it will be patched or replaced and you will be charged.
⚠️
Steam cleaning ≠ carpet replacement protectionIf a steam clean does not lift a permanent stain, we will charge for carpet replacement regardless of who performed the cleaning or whether you have a receipt. This means the carpet needed to be replaced.
The RentCheck Move-Out Inspection
RentCheck is a tool that lets you document the condition of your home before you turn in your key. Here's what you need to know:
🛡️
It's there to protect youYour RentCheck submission creates a timestamped record of your home's condition at move-out. If you dispute a charge later, this is one of your strongest pieces of evidence.
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What it can't be used forThe RentCheck inspection is for capturing photos of the condition of your home when you leave. Notes like "my roommate caused this damage" or "this was already here when I moved in" will not change what you're charged. Common area damage is split equally among roommates regardless of cause and pre-existing damage is only covered if it was documented on your original move-in inspection or Inventory Condition Form which was turned in within 48 hours of you moving in. If it wasn't on your move-in inspection, you will still be charged.
📅
Complete it at the right timeAfter your unit is fully cleared and cleaned, but before you deliver your key. Not before you're done cleaning, and not after you've handed in your key.
Move-Out Checklist
Note: This list is intended to be helpful, but it is by no means exhaustive. Make sure your home is clean, clear of all personal items, and without damage before turning in your keys.
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📋 Admin (Do These First)
- ✓Room Assignment Form submitted in AppFolio (confirms which bedroom you lived in so charges go to the right person)
- ✓"Finalize Move Out Information" completed in your resident portal — required for your forwarding address (and optional bank account for direct deposit). Look for the button at the top of your portal.
- ✓All personal belongings removed
- ✓Nail holes patched and wall damage repaired — or work order submitted
- ✓All surfaces wiped down (windowsills, blinds, baseboards, light switches, ceiling fan blades)
- ✓Closet fully cleared and cleaned
- ✓Carpet steam cleaned
- ✓Replace burned-out lightbulbs
- ✓Toilet, tub/shower, sink, and floors scrubbed
- ✓Mirrors and counters wiped down
- ✓Nothing left in cabinets or on shelves (don't forget your curtain rod)
- ✓Confirm all plumbing works correctly (the shower drains, toilet flushes, and sink doesn't leak)
- ✓Counters, stovetop, oven, and inside of microwave scrubbed
- ✓Inside fridge and freezer completely empty and wiped down
- ✓All cabinets emptied and nothing left under the sink
- ✓Confirm all appliances are in proper working order
- ✓If you hired a cleaning or carpet cleaning vendor, send receipts to leasing@universityheightscs.com
- ✓All trash removed. The most common areas where trash is left is in the attic, backyard, kitchen cabinets, and the freezer. We charge $25/bag of trash and $200/bulk item left in the unit
- ✓Complete your RentCheck Move-Out Inspection after cleaning, but before turning in keys
- ✓Keys dropped at the leasing office by 12:00 PM (noon) on July 31 — $25 late fee if not returned by noon
🛏️ Your Bedroom
🚿 Bathrooms
🍳 Kitchen
🔑 Final Steps (in this order)
Partial Move-Outs
If some roommates are leaving and some are staying, this page is for both of you.
👥
What is a partial move-out?In a partial move-out, at least one person on the lease is moving out on July 31 while at least one person is staying and renewing. The process is different for each group — read the section that applies to you.
If You're Moving Out
Your move-out date is still July 31
Even in a partial move-out, your personal move-out date and deadline are the same. Your key must be delivered to the leasing office by 12:00 PM (noon) on July 31. A $25 late fee applies if not returned by noon.
You must be fully out of the home
This means everything, not just your bedroom. You cannot leave personal belongings in common areas, the garage, or anywhere else in the unit. Any items left behind are subject to the $25/bag and $200/bulk item removal charges.
Common areas will be assessed, but not turned
We will assess the condition of common areas on July 19, but we won't be cleaning or making repairs to common areas because people are still living there. Communicate with your roommates about how you're leaving shared spaces before you go.
Your bedroom will be inspected and turned
Your bedroom will go through a full inspection and turnover process, so the new roommate moving in has a clean, move-in-ready room.
Complete your RentCheck inspection before you leave
After clearing and cleaning your bedroom, complete your RentCheck Move-Out Inspection before turning in your key. This documents the condition of your space and is important protection for you, especially since your roommates will still be living in the home after you leave.
Your deposit return timeline
Your deposit will be returned within 30 days of July 31. Make sure your "Finalize Move Out Information" is completed in your resident portal before you leave.
If You're Staying
🔨
We'll be in and out of your unit July 31 – August 10We'll be completing inspections and turning over your old roommates' bedrooms. Plan accordingly. There will be maintenance staff and cleaners in and out of the home during this period.
Clean up the common areas
Before new roommates arrive, common areas need to be in good shape. If we walk in and the kitchen and living room are a mess, we'll clean them and we'll charge the residents who are staying, because you're the ones who have been living there. New residents deserve to move into a clean home.
Don't move into a vacant bedroom
If a roommate moves out of their bedroom and the room sits empty, do not move into it. Unauthorized room changes will result in charges.
Get to know your new roommates
If you'd like to connect with the residents who will be moving into your home, reach out to the leasing office and we can share their contact information.
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Questions about a partial move-out?Stop by the leasing office or email leasing@universityheightscs.com. We're happy to walk you through what to expect.
Transfers
Moving out of one University Heights unit and into another? Your timeline and process are different from a standard move-out. Read this carefully.
📅
Transfer dates will be updated by end of MayWe are still finalizing the transfer window for University Heights. Specific dates for packing, key pickup, move-in, and move-out will be posted here before the end of May. Check back soon.
⏱️
The window will be tight — start preparing nowEven without final dates confirmed, you can get ahead of the process. Book your professional cleaning and carpet steam cleaning early. July is their busiest time of year and slots fill up fast.
Your Transfer Timeline
📌
Specific dates coming by end of MayThe steps below outline the transfer process. Exact dates for each step will be added once finalized. We'll notify you directly when this page is updated.
1
Before move-out — book now
Schedule your house cleaners and carpet steam cleaners
Book your professional cleaning and carpet steam cleaning for your old unit as soon as possible. July is the busiest time of year for cleaners. Send your receipts to leasing@universityheightscs.com.
2
Packing window — dates TBD
Pack up your belongings
You'll have a window to pack and clear your old unit before your official move-out date. Your old unit must be completely cleared and cleaned before you drop off your old key. Don't leave packing until the last minute.
3
New key pickup date — TBD
Pick up your new key + complete inventory condition form
Pick up the key to your new unit from the leasing office. Before moving anything in, complete the Inventory Condition Form for your new home and return it to the leasing office within 48 hours. This documents any pre-existing conditions so you're not held responsible for them later.
4
Move-in window — dates TBD
Move your belongings into your new home
You'll have a short window to move from your old unit into your new one. Exact dates will be confirmed by end of May.
5
Official move-out date — TBD
Complete move-out inspection of old unit + drop off old key
After your old unit is fully cleared and cleaned, complete your RentCheck Move-Out Inspection. Then deliver your old key to the leasing office. This is your official move-out date and starts the 30-day deposit return clock.
A Note on Transfer-to-Transfer Situations
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This is rare, but worth knowing aboutIn some cases, the unit you're transferring into may also have a resident transferring out during the same window. That means you and the outgoing resident may need to work around each other during your respective move-out and move-in.
Once transfer dates are finalized (in early July), we'll communicate whether your specific unit has a transfer-to-transfer situation and what that means for your timeline. We'll walk you through exactly what the overlap looks like for your unit.
If you find yourself in this situation, the most important thing you can bring is patience. The person moving out is navigating the exact same compressed timeline you are. A little grace goes a long way during a busy move weekend, and our team will be available throughout that window to help coordinate.
Your Security Deposit During a Transfer
Transfers involve two deposits. Here's how it works:
🏠
New deposit — paid upfrontBecause you're moving into a new unit, you'll pay a new security deposit for your new home. This is tied to the new property, not your old one.
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Old deposit — returned within 30 days of your official move-out dateYour deposit from your old unit will be returned within 30 days of your official move-out date. Any charges from your old unit will be deducted before the return.
⚠️
Plan aheadBetween paying your new deposit and receiving your old one back, you may have both tied up at the same time for a few weeks. This is a normal part of the transfer process, but it can be a real financial strain if you're not expecting it. Please budget in advance.
Make sure your "Finalize Move Out Information" is completed in your resident portal, including your forwarding address or bank account info so we can process your old deposit return without delays.
💬
Questions about your transfer?Stop by the leasing office or email leasing@universityheightscs.com. We want your transfer to go smoothly.
Frequently Asked Questions
Cleaning, Painting, and Carpet
You can clean yourself, but the result will be inspected against a professional-quality standard either way. If it doesn't meet that standard, we'll charge for a professional cleaning. If you hire a vendor, send receipts to leasing@universityheightscs.com.
Steam cleaning and carpet replacement are two separate things. If a permanent stain can't be lifted by steam cleaning, the carpet needs to be replaced. Having a receipt for steam cleaning does not protect you from a replacement charge if the stain is still there. If you're worried about a stain, reach out to us before move-out.
The paint color in your unit depends on which home you're in. Not every University Heights unit uses the same paint color. To get the exact paint color for your specific unit, contact the leasing office at leasing@universityheightscs.com or stop by and we'll look it up for you.
We also know that having to buy a full gallon of paint just to cover a small scuff or patch is frustrating and expensive. That's why this year we're offering paint kits for $10 (a smaller quantity of the exact paint color matched to your unit) available for purchase at the leasing office. It's not a money-making venture for us; we buy the paint in bulk and sell it in smaller quantities specifically so you don't have to spend $50 on a gallon you'll barely use. It's our way of making it easier and cheaper for you to get your deposit back. If you need a paint kit, reach out to the leasing office and we'll get you set up with the right color.
We also know that having to buy a full gallon of paint just to cover a small scuff or patch is frustrating and expensive. That's why this year we're offering paint kits for $10 (a smaller quantity of the exact paint color matched to your unit) available for purchase at the leasing office. It's not a money-making venture for us; we buy the paint in bulk and sell it in smaller quantities specifically so you don't have to spend $50 on a gallon you'll barely use. It's our way of making it easier and cheaper for you to get your deposit back. If you need a paint kit, reach out to the leasing office and we'll get you set up with the right color.
Normal wear and tear means the natural aging of a property over time (minor scuffs on baseboards, a couple of small nail holes, carpet fading from years of use). It does NOT include carpet stains, excessive nail holes, pet damage, holes in walls, broken fixtures, or a home that hasn't been cleaned.
Deposit & Charges
Within 30 days of July 31 (the end of your lease). You'll also receive your final account statement, our RentCheck inspection of your unit, an itemized invoice of charges, and a tenant ledger. Important: the 30-day clock doesn't start unless we have your forwarding address and/or bank account info on file. Complete 'Finalize Move Out Information' in your resident portal before move-out.
If you entered your bank account information in AppFolio (you should have received an email this semester asking for this), we'll direct deposit your refund. Otherwise, we'll mail a check to your forwarding address. Direct deposit is recommended since checks can get lost in the mail. Both options require you to complete 'Finalize Move Out Information' in your resident portal.
Moving out or removing your belongings early does not change your deposit return timeline. We inspect units during the official Turn period (July 31-August 10), not when you physically leave. Your deposit will be returned within 30 days of July 31 regardless of when you moved out. You remain responsible for your bedroom and common areas through the end of your lease.
No. Withholding for legitimate, documented charges beyond normal wear and tear is allowed under Texas law. Every deduction is documented with photos and you will receive an itemized list of charges within 30 days of July 31.
$25 per trash bag for anything left in the unit (fridge, freezer, closets, cabinets, garage, etc). We're also charging $200 per bulk item for anything that doesn't fit in a bag, like a couch, mattress, or large furniture.
Appeals
Submit your appeal via JotForm by September 19: form.jotform.com/260776519549068. You just need to initiate the appeal by September 30. It's okay if the back-and-forth continues after that date. Every resident receives a full inspection report with photos and an itemized invoice, so all charges can be referenced directly.
Review your inspection report and itemized invoice carefully. They'll be sent to you within 30 days of move-out. If you believe a charge is inaccurate, submit your appeal via JotForm by September 19. We'll reference the inspection photos and documentation to walk through it with you.
Keys & Admin
Deliver your key to the leasing office in person during office hours, by 12:00 PM (noon) on July 31. There is no lockbox or after-hours drop-off. Your key must be handed in to a staff member during office hours. A $25 late fee applies if not returned by noon.
The Room Assignment Form tells us which bedroom you lived in. We don't assign bedrooms at move-in, so without this form, we can't confirm which room was yours, which can delay your deposit return and result in charges going to the wrong person. Find it in your AppFolio resident portal and submit it as soon as possible.
RentCheck lets you photograph and document the condition of your home before you turn in your key. It exists to protect you. It creates a timestamped record of how you left your space, which is your best evidence if you need to dispute a charge. Complete it after fully clearing and cleaning, before delivering your key. Note: the inspection is for photo documentation only. Notes about pre-existing damage or roommate fault won't change what you're charged. If damage wasn't on your original move-in inspection, it may still be your responsibility.
Common Areas & Roommates
Your lease runs through July 31. Moving your belongings out early does not end your lease responsibility. Common area charges (kitchen, living room, bathrooms, stairwell) are split equally among all roommates regardless of who moved out first. If your roommates left damage or a mess after you left, you are still equally responsible for your share.
You need to remove all your belongings from common areas and leave them in a reasonably clean state. We'll assess the condition of common areas on July 31 but won't clean or repair them yet because people are still living there. Make sure you haven't left a mess for your remaining roommates to clean up.
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Still have questions?Stop by the leasing office or email leasing@universityheightscs.com.