Key Points

• Know the details of security deposit.
• Keep records.

When your travel assignment concludes, so does your corporate housing. How can you make sure your departure runs smoothly?

Nora Adams

Once it has been confirmed you are not extending your assignment, your housing coordinator will notify the landlord/owner of the rental before your end date. Notification in writing is submitted 30 days before you move. At the same time, your housing department will personally contact you of your scheduled date of departure from the apartment, along with any guidelines on cleaning, key drop-off, and arranging a final assessment of your apartment with the landlord.

Security deposit

Your travel healthcare company (the guarantor) submits the necessary deposits associated with your corporate rental. As with California law, the landlord uses the security deposit for four purposes:

• Unpaid rent.
• Cleaning the unit after the tenant moves out.
• Repair of damages other than normal wear and tear.
• Replacing keys or remotes, or restoring furnishings as it applies.

Subsequently, when assessments prove that excessive wear and tear is evident, you, the occupant, are liable and will be charged accordingly. Each landlord will look at how well the departing tenant cleaned the rental unit and will charge cleaning costs only if the departing tenant left the rental less clean than when he or she received it.

As a security deposit is refundable, the landlord/owner can withhold the entire deposit(s) or a portion of it to cover the purposes stated above. In rare instances, when a particular deposit isn't sufficient to cover excessive cleaning (such as flea infestations left by the tenant's animals, smoke-related damages from cigarettes, or removing mildew in bathrooms), then the landlord can charge the occupant in excess of the original deposit.

Such charges are detailed in an itemized final account statement that is forwarded to the housing department. Once your coordinator confirms all charges, the housing department can charge such costs against your final account (stipend) as it applies.

Keep records

As with most rentals, you'll receive an inventory checklist the day you move in. Carefully inspect the rental, making sure the unit has been well maintained and all appliances are in working order. Always look for the following problems:

• Apparent cracks or holes in the walls or flooring.
• Damaged flooring or apparent stains on the carpet.
• Leaks from kitchen and bathroom fixtures.
• Damaged furnishings.
• Signs of insects.
• Inadequate lighting: missing lightbulbs or burned-out bulbs.
• Broken heating or AC units.
• Offensive odors (possibly from a pet).

Once you discover a problem, notify the landlord immediately and verify when the issue will be rectified. Failure to do so may result in your being held accountable for the cost of the repair upon move-out.

Avoiding additional charges

As with all corporate housing arrangements, your responsibilities include keeping your residence clean while on assignment and preventing any damage to the interior and exterior of the rental.

Return your keys. Apartment communities will not consider an apartment vacated until you personally turn in all keys/remotes on your scheduled date of departure. If you do not return keys in a timely manner, the complex can charge rent until you do so.

Identify conditions. Communicate clearly to your housing coordinator before you leave your assignment to any identifiable conditions that justify the landlord to charge your company. Did your pet use the sofa as a chew toy? Did you leave perishables in the refrigerator? Did you forget to take the trash out before you left?

Be upfront and honest. If you simply notify your employer of any key issues, both of you will know what to expect on the final account statement and you may very well prevent unnecessary charges to your account.

After you check out of your corporate housing, there is a good chance you'll be checking into new living quarters in a new city. Here are a few reminders:

• Before signing any contract, it's essential that you understand what to expect from standard, single-person accommodations and how much you may be able to customize your housing for a particular assignment.
• If you opt to make changes to your housing budget—such as upgrading to a two-bedroom apartment so family members can travel with you, bringing a pet along for the ride, or requesting an extra TV for the bedroom—you will need to pay the added expense.
• To help ensure that your contract meets your needs, communicate your desires clearly to your recruiter upfront and talk about options with your housing coordinator. Each unique accommodation comes with a completely new list of amenities, set of restrictions on pets, size of unit, and change to your daily commute.