Check-Out from a Student Residence of Studierendenwerk
When you move out of your dorm room, you must have a check-out appointment ("Auszugsübergabe") with the caretaker („Hausmeister“). You need to make the appointment at least three weeks in advance. Check-outs are only done on weekdays (Monday – Friday) during the normal working time of the caretakers. No check-outs on weekends or holidays.
Keep in mind that at the end of a month/semester, many students may be moving out and the caretakers have to coordinate many such appointments).
It is mandatory that you or another witness are personally present at the check-out. If you cannot be present yourself, you may appoint a proxy. You must authorize this proxy in writing: Proxy Form for Check-Out from Student Residence.
Bring the inventory ("Inventarverzeichnis") to the check-out (this is the green carbon copy which you received when you arrived). On this form, the caretaker will note if anything is missing or if there is any damage. If the caretaker decides that you are responsible for a damage or did not clean properly, you will be charged for the replacement, the repair of a damage or a professional cleaning. You will either be billed for the expenses or this amount will be deducted from your security deposit.
At the end of the check-out you have to hand-over your keys to the caretaker. Don't plan on staying in your room after the check-out. Keys cannot be turned in at the International Office or the Studierendenwerk main office.
You must clean your room(s) before the check-out appointment. Residents in doublettes or suites must also clean the communal rooms (kitchen, toilet and/or bathroom) before the check-out. Cleaning should include:
- Washing windows and frames
- Wiping drawers, cupboards and wardrobes
- Laundering mattress cover (not above 30oC)
- Removing nails and hooks from the walls, smoothing holes of screw anchors
- Cleaning refrigerator, hotplate and stove
- Removing mould and lime in shower, sink and toilet
- Cleaning toilet, sink and mirror
- Removing black marks or lines on the flooring (if applicable)
- Sweeping all floors
- Painting the walls (If the walls are dirty and/or the original colour has been changed. The paint will be provided by the facility managers - no other product may be used)
Refund of Security Deposit from Studierendenwerk
Studierendenwerk will arrange for the refund of the security deposit about 8 weeks after the check-out.
Please fill out the Security Deposit Refund form and hand it in to the International Office before your departure.
You will have to provide your international bank code (BIC) and your international bank account number (IBAN) for this transfer, no matter if you want the refund to be made to your German account or to an account in your home country. You should get in contact with your bank very early in order to obtain these data, if you do not have them already.
Be aware that any bank charges will be deducted from your refund!
Move-Out from a Private Room or Residence
Students who did not stay in one of the student residences of the Studierendenwerk but had a private room or apartment have to “give notice“ to their landlord/landlady. The details depend on the kind of contract or agreement you made when you moved in. Usually one has to inform the landlord/landlady 3 months in advance and in writing.
If the room was rented for a fixed period, such a notice is not necessary. If you want to move out before the fixed date, you might have to pay for the remaining months. If you want to extend your stay beyond the fixed date, you should contact them early to find out if this is actually possible.
When you move out you should also make an appointment for a check-out to make sure you get your whole security deposit back.