Dear Tenant
I am writing to confirm the arrangements we have made for you to move from one University rental unit to another. Enclosed you will find a Unit Information Sheet, describing the features of the unit to which you will be moving. The Unit Identification Number, listed at the top of the information sheet, is the one you should use when communicating with us about this unit. The Monthly Rental Rate for your unit is listed near the top right-hand side.
Our office will be in communication with you by phone or by e-mail about when your new unit will be available for you to move into. If that move takes place during the summer months, it will be necessary for you to make the move quickly and prior to July 1, leaving your former housing available for us to quickly prepare for a new tenant.
You will need to leave your unit in good condition, just as you would if you were leaving Sewanee permanently. Enclosed you will find a move out checklist that will outline your responsibilities. A charge will be made for damages beyond normal wear and tear and for any special cleaning of the house or yard. This includes removal of abandoned items or trash in the attic or yard, in basements, or under the floor crawl space. If there are fleas left after your pet is gone, we will have the unit treated by a pest control company (usually two treatments) and you will be charged for this service. Those tenants who are responsible for their own lawn care are also expected to remove leaves and brush from their yard and keep their yards mowed properly until their departure date. If there are repairs or improvements that you would recommend for your unit before the next tenant arrives, it would be very helpful to our office if you would take the time to note these and convey that information to us. Since you have lived in the unit, you may be aware of maintenance needs that we might overlook in our inspections, so your input would be greatly appreciated.
At the time of your move, you will need to come by our office to turn in your old keys, get new keys, sign a Rental Agreement and Lead Disclosure document for your new unit. Also a Condition Report for your new unit will also be prepared. You will need to sign two copies of this report. One will be given to you and you should note any discrepancies in the condition of the unit on that copy and return it to us within five days after your move.
After your move is completed, we will determine what charges or credits are due to you or to the University as a result of any difference in rent between the two units and will either arrange for a refund, or inform you of the charges due, whichever is applicable. If you make your move in a timely manner, we will only charge you rent on one unit at a time, not on both. We will also transfer any security and pet deposits from one unit to the other, assuming there are no damages. If you are an employee, we will also notify the Payroll office about any changes that should be made in your payroll deduction for rent.
