Occupant Handbook - 10.0 Moving out
10.1 Moving out process
The moving-out process consists of both a preliminary and final inspection. The Canadian Forces Housing Agency (CFHA) will do a preliminary inspection to inform the Occupant of Record of all the cleaning and condition requirements. This inspection should be held as soon as possible after the Occupant of Record submits a 30-day written notice of intention to vacate to CFHA.
If the Occupant of Record fails to provide the required written notice, they will be charged for the full 30 days’ notice period unless a short-order posting message is provided to the Housing Service Centre (HSC) within 48 hours of receipt.
The final inspection will take place on the move-out date and is carried out to ensure the Occupant of Record has completed all the move-out requirements identified during the preliminary inspection.
The preliminary and final inspections will only occur during the HSC’s regular working hours. The Occupant of Record, or in certain circumstances where a representative has been appointed for them, is required to be present during the inspections. Representatives must be pre-approved by the HSC.
10.2 Moving out requirements
When a residential housing unit (RHU) is vacated, it must be left in a clean, hygienic and tidy condition. If the Occupant of Record hires a cleaner, the agreement is between them and the service provider. The Occupant of Record remains entirely responsible for the cleanliness inspection. The following standards must apply:
- all floors, including those in the basement, must be cleaned;
- all carpets must be vacuumed, and steam cleaned if required;
- all wall and ceiling surfaces must be free of residue, with the curtain tracks removed. Free of residue means the removal of foreign matter such as stains from tobacco products and pen/pencil marks through spot washing and scrubbing as necessary;
- all windows, windowsills, and screens must be clean inside and out;
- damaged screens must be repaired/replaced;
- all sinks, bathtubs, and toilets must be clean and hygienic;
- all CFHA owned appliances, including range hoods and bathroom exhaust fan grills, must be clean and hygienic;
- all cupboards, bathroom vanities and cabinets and closet surfaces must be free of residue;
- shelf liner in kitchen cabinets and drawers must be removed;
- all burned out and/or missing light bulbs/fluorescent tubes must be replaced;
- the lawn must be cut and trimmed and the grounds of the premises, including window wells, must be clean and free of all rubbish;
- flower beds must be weeded and raked;
- any cannabis plants on the premises must be removed and disposed of in accordance with federal, provincial, municipal laws and regulations;
- all sidewalks and driveways must be clear of snow and ice;
- the basement, crawlspace and garage, if applicable, must be clean and empty;
- nails, screws and frame hangers need to be removed from all surfaces;
- the furnace humidifier and filter need to be clean;
- all removable heat registers must be removed, and the accessible duct area vacuumed;
- all garbage and hazardous waste must be properly disposed of. Please investigate regulations and by-laws about garbage and hazardous waste;
- the composter must be emptied, and contents disposed of where applicable;
- all temporary structures (e.g., sheds, pools, fences) must be removed and the grounds restored to their original condition; and
- if the residence is heated by oil, the fuel tank must be filled up.
10.3 Restoration of grounds
Upon moving out, the Occupant of Record must remove any structures that they have installed, and restore the grounds to the original condition, at their own expense. This also includes proper soil preparation and reseeding any damaged grass areas before move-out. If the move occurs during the winter months, the Occupant of Record must provide the HSC a letter of intent, indicating the contact information of the designated person who will remove all the structures, gardens, pet waste, as well as restore the lot in the spring. The designated person must sign the letter. Without a signed letter of intent, the Occupant of Record will be required to give the HSC advanced payment to restore the premises when weather permits. Failure to do so will result in CFHA charging the Occupant of Record as per the Department of National Defence (DND) collection process.
10.4 Shelter charges account/damages
The Occupant of Record is responsible for ensuring that their account with CFHA is paid in full. Failure to settle shelter charge accounts or formally imposed deductions for damages may result in recovery action, which may involve the issuance of taxable benefit remittances.
NOTE: For any damages to the premises caused by movers, please see section 2.5 Damage caused by movers.
10.5 Notification to utility service providers
Unless advised otherwise, the HSC will notify utility providers (hydro, gas, water and sewage) of the move-out date and provide the final meter readings. The Occupant of Record is responsible for providing a forwarding address for final billing.
The Occupant of Record is responsible for informing all other service providers (cable, telephone, internet, etc.) of their move-out date and to provide a forwarding address for final billing.
10.6 Redirection of mail
Occupants are responsible for having all personal mail redirected. Please call the local post office for more information or visit canadapost.ca.
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