Pre-March Out Advisory Leaflet For Tidewater Properties
As you prepare for your return to the United Kingdom, the USA Support Group - Tidewater has produced
this Pre-March Out Advisory Leaflet to compliment the Pre-March Out Advisory Visit(PMOAV) that will be
performed by the Housing Co-ordinator(HC). This leaflet aims to make the process as easy and stress
free for you and your family as possible by providing advice and key points about the march out process.
The PMOAV provides you with an ideal opportunity to get helpful information on preparing the leased
accommodated for returning to the owner/agent, or for a future British family to march into. This will also
be the time to secure a date/time for your final march out, which should be planned for the day prior to
your travel back to the UK.
Your leased property must be ready, in all respects, at the agreed march out date/time. The HC’s
schedule can become extremely full during the busier periods. If, for whatever reason, you are not going
to be ready for your march out, please advise the HC immediately and arrange an alternative
appointment, so we avoid delaying your departures plans.
The PMOAV and this leaflet are provided to pass on helpful hints and tips, which may include advice
being given to ensure you avoid any charges being levied on march-out. We understand that this time
can be very busy and stressful time and hope that the information contained in this leaflet and the
PMOAV goes some way to making the process a little smoother.
John Sullivan
Group Captain
United Kingdom National Liaison Representative
1 757 747 4011
USA SUPPORT UNIT - TIDEWATER
PREPARING FOR YOUR MOVE OUT - Things to consider:
Modifications
Any changes made to the home by you during your occupancy must be restored to the
original condition, unless otherwise agreed to.
Keys
All keys to the property and garage provided at Move In must be handed over at your Move
Out. As you may be liable for the cost of replacement locks where keys to exterior doors are
missing you are strongly advised to ensure that any replacement keys are obtained/cut prior
to the Move Out appointment.
Bathroom, WCs and cloakrooms
Particular care must be taken with the cleaning of the bathroom, WCs and cloakrooms to
ensure hygienic cleaning of baths, sinks, WCs, floors and fluorescent light diffusers. Taps
and the showerhead must be thoroughly de-scaled. Shower cubicles, screens and shower
curtains should be cleaned and stain free. If you have put carpets in the bathrooms or WCs,
these must be removed. Air vents and fans should be clean and dust free and all pull cords
cleaned.
Wooden Flooring/Carpets
All non-carpeting floors should be free of stains, dust and debris. Carpets must be clean,
stain and infestation free, if it is a condition of your lease to have the carpets professionally
cleaned, you will be reimbursed for the cost provided you follow the process of sourcing
quotes from 3 different companies and complete the form attached to this leaflet.
You may be liable for charges for any additional stains or damage to carpets other than that
documented on Move In. If you have pets, carpets must be professionally cleaned, leaving
them hair free, de-flead, de-ticked and sanitised. This cost will be at personal expense. If
infestation is apparent after Move Out, charges may be incurred for additional cleaning and
forwarded on to you. Detailed advice will be given to you at the Pre Move-Out inspection.
Windows
All windows, screens, storm doors and window sills must be clean and free of cobwebs,
This includes the area between the windows and the storm/screens.
Upholstery
Unless otherwise advised by the USA Support Group - Tidewater, all upholstery should be
professionally cleaned. You are entitled to be reimbursement for the cost of the upholstery
cleaning, up to $300 (MOD contribution), provided you follow the process of sourcing quotes
from 3 different companies and complete the form attached to this leaflet. If the cost
exceeds the $300 MOD contribution, the difference will be made up at personal expense.
If you have pets, the upholstery should be hair free, de-flea, de-ticked and sanitised. Any
additional cost for deep pet cleaning will be at personal expense.
USA SUPPORT UNIT - TIDEWATER
Curtains and blinds
If you have used your own curtains during occupancy, these must be removed and those
provided with the property must be pressed, hung and in a clean condition at Move Out.
Curtains and window blinds should be clean and free from marks.
Decoration
Fair wear and tear to paintwork and walls is acceptable. However, walls and paintwork must
be washed down and all finger marks removed. If you have carried out redecoration which
is other than white gloss-work, white emulsion ceilings and vinyl silk magnolia emulsion to
the walls you are required to return these to the original colours or be liable for charges to
enable the contractors to reinstate.
Wallpaper or decorative borders must be removed and made good and the walls
redecorated if necessary. The same applies to painted stencil work, which must be
completely covered. This will be fully discussed during the Pre-Move Out visit. Picture
hooks, nails, poster adhesive and shelving should be removed and the walls made good,
except where it has been previously agreed that they may be left in place.
Kitchen
Kitchen sinks, cupboards/drawers (inside and out), worktops and all surfaces should be
cleaned, particularly areas where grease may have accumulated. Pay special attention to
cleaning the cooker (incl extractor & filter) – it should be degreased, cleaned and ready for
immediate use by the incoming family. Wall tiles and floor tiles should be degreased
cleaned and dry prior to Move Out. The kitchen fluorescent light diffuser must be removed,
cleaned and refitted.
Furniture/Inventory items
Furniture should be empty, cleaned inside & out, and free from major scratches/damage.
Charges may be incurred for repair or additional cleaning, which is deemed to be other than
fair wear and tear and forwarded on to you. Hoover cleaned out & roller brush free of hair.
Chimney cleaning
Provided it is a condition of your lease, you should have the chimney swept . You will be
reimbursed for this cost provided you follow the process of sourcing quotes from 3 different
companies and complete the form attached to this leaflet. If it is not a requirement of your
lease the fireplace should be cleaned out and free of ashes.
Air conditioning
Air conditioning exhaust fans/vent covers should be in working order. Filters should be
replaced and dust free.
Lights/Keys/Smoke Detectors
Light bulbs and smoke detectors must be in working order and light fixtures/globes must be
clean and free from dust. The same number of keys that were issued need to be returned.
Rubbish
Rubbish, including any in the garden, garage and other outbuildings, must be removed from
the property. Rubbish bins should be left empty and clean inside and out.
USA SUPPORT UNIT - TIDEWATER
Garages, sheds and out buildings
Garages, sheds and out buildings (including their windows and doors) should be cleaned,
swept out and cobweb free. All keys should be made available for handover at Move Out.
Any oil stains should be degreased and removed.
Lawn Mowers and Strimmers
Petrol mowers and strimmers should be drained of fuel prior to collection of inventory items.
Grass collection bags should be emptied of grass and debris.
Gutter cleaning
Provided it is a condition of your lease, you should have the gutters cleaned . You will be
reimbursed for this cost provided you follow the process of sourcing quotes from 3 different
companies and complete the form attached to this leaflet.
Gardens
Maintaining the garden is your responsibility and gardens must be left in a tidy condition
with the grass cut and all grass cuttings removed. Flower beds/borders need to be dug over
and tidy. Entrance areas, paths and patios should be swept clean and weed free. Drainpipe
wells should be clear of leaves and rubbish. Compost heaps and any accumulation of
leaves should be removed or dug in to the garden. If you have put in a pond, then you
should fill it in and restore the ground to its original condition. Hedges/shrubs should be kept
tidy and, where necessary, cut to a manageable level. If you have had pets you must
ensure any damage to the garden is repaired correctly and any faeces removed from the
garden and disposed of safely.
Garden furniture and play equipment
Please remove your garden furniture and play equipment (such as slides, swings,
trampolines, pools, hot tubs, garden storage and greenhouses). Where grass has been
damaged or has died, you need to ensure the affected area is re-grassed or repaired, so
that it is fully established prior to march-out.
Pets
You are to ensure that any damage the fabric of the building, spoil to the make-up of the
garden area or damage to perimeter fencing/boarding caused by your pet is returned to its
original condition.
Carpets, floor coverings, fixtures and fittings are to be left clean and free of infestation,
through professionally de-fleaing, this additional element of the cleaning is a personal
expense. Failure to meet these requirements may result in charges being raised against the
individual and any refundable deposit being withheld by the owner/agent.
Redirection of mail
The British Embassy is not responsible for redirecting mail. It is your responsibility to
arrange for your post to be redirected to your new address by making the necessary
arrangements. Your Disturbance Allowance includes an element to pay for this.
USA SUPPORT UNIT - TIDEWATER
MOVE OUT - STANDARD AND INSPECTION CHECKLIST
Use this list to help prepare your property for move out. If you can tick all these items with
confidence you should have a good Move Out.
CHECKED
GENERAL
Flooring
-Carpets professionally cleaned and a certificate obtained. Cat and dog
owners must pay the additional cost for pet sanitising treatment.
- Laminate, wood ,tiled and vinyl floors must be clean and clear of marks
Curtains
-Washed, clean and re-hung (where belonging to property)
Blinds
-Clean and free of marks (where belonging to property)
Heating /Air-Con
-Vents clear and filters replaced
-Chimneys must be professionally swept and certificate obtained
Ceiling Fans
-Clean and dust free and bulbs replaced where needed
Walls
-No stains or marks, except where picture hooks are left by agreement at the
Pre-Move Out Advisory Visit.
Woodwork
-Woodwork clean and clear of finger marks. (doors, frames, skirting boards,
cupboards etc.)
- Tops of all doors, picture rails, curtain rails/pelmets clean and free of dust.
Windows and frames
- Glass clean inside and out and all parts of the frames to be clean, free of
mildew/mould, and all visible parts of the frame should be visibly clean when
the window is open.
BATHROOM/WC
-Clean and free of lime scale, inside and out. Taps and underside of sink
clean and polished
-Bath clean, stain free and ready for immediate use
-Shower cubicle/screen/shower curtain clean and stain free and ready for
immediate use
-Toilet clean inside and outside and is it fit for immediate use
-Toilet seat clean and secure
-Plugholes free from hair
-No finger or splash marks on tiles and free from mildew/mould
KITCHEN
Cooker
CHECKED
USA SUPPORT UNIT - TIDEWATER
-Grease free inside and out and free of carbon deposits (no abrasive
products are to be used in self-clean ovens
-Cooker extractor hood clean and grease free
-Filters in the extractor hood cleaned or replaced
-Frame and surrounds grease free
-Rings surrounding electric hob plates to be grease free, non-rusty, or
replaced
Microwave Oven
-Grease free inside and out
Fridge
-Cleaned and sanitised inside and out and fit for immediate use
-Surrounding area clean and free of debris
Work Surfaces
-Clean (including edges and underneath)
Tiles
-No finger, splash or grease marks.
Sink
-Clean and free of lime scale, inside and out.
Cupboards
-Cupboards and drawers clean and free from dust particles
Lights
- Kitchen light diffuser removed, washed and refitted. Bulbs replaced where
needed
OUTSIDE
Gardens
-Tidy, with grass cut, hedges trimmed and flower beds weed free
-Compost heaps removed or dug into the garden
-Reseeded where pools, hot tubs, trampolines, slides, etc have been in situ
-Decking swept and clear of debris
Paths
-Swept, weed free and clean.
Garages and Sheds
-Swept, empty and free of cobwebs.
Guttering
-Professionally cleaned and certificate obtained
Rubbish Bins
-Empty and clean inside & out
-No refuse (including garden waste) in situ
Front and Back Doors
-Clean and thresholds washed down
INVENTORY ITEMS
USA SUPPORT UNIT - TIDEWATER
-Upholstery professionally cleaned and a certificate obtained. Cat and dog
owners must pay the additional cost for pet sanitising treatment.
-Furniture, including the inside of cupboards and drawers, clean and
dust/particle free
-Mattresses stain free
-Kitchen bin washed and sanitised inside and out
-Lamps clear of finger marks and shades brushed/cleaned of dust
-Broom free of debris
-Vacuum Cleaner empty and wiped down. Roller Brush free of hair.
-Step stool clean
-Lawn Mower brushed clean of grass and bag completely empty
-Lawn mower fuel tank empty (if not retained on property)
-Strimmer brushed clean of grass
-Strimmer fuel tank empty (if not retained on property)
-Other garden equipment (spade, fork etc.) clean of dirt
FINAL CHECKS
-Have you left the property completely empty (incl used cleaning products)?
Touch-up paint & tools left by the owner/realtor may be stored in the
garage/shed.
-Have all cobwebs been removed from the property?
-Are all ceiling lights in working order with bulbs replaced where needed?
-Are the smoke detectors working/had batteries replaced where needed?
-Are all the keys to the house, mailbox and garage/shed ready to handover?
-Have you redirected both your US and BFPO mail?
CLEANING AT TOUREX
Please obtain 3 telephone quotes - pre-approval is not needed for these charges
Name :
Address:
Upholstery cleaning: MOD currently contributes up to $300 towards the cost of upholstery cleaning. If you have pets, upholstery must also be
treated for pet hair removal, fleas & ticks and you are responsible for this element of the charge. Should the cost of cleaning (less pet element)
exceed the $300 MOD contribution, the difference is at personal expense.
Qty
Location
(Room)
Item
1st Company
Name
Quoted Cost
2nd Company
Name
Quoted Cost
3rd Company
Name
Quoted Cost
Dining Chairs
3-Seater Sofa
2-Seater Loveseat
Easy Chairs
Other
Carpet cleaning : Only reimbursable if it states in the lease that the carpets have to be professionally cleaned. If you have had pets in the house,
carpets must be cleaned and treated for pet hair removal, fleas & ticks and you are responsible for this element of the charge.
Location
(Room)
1st Company
Name
Quoted Cost
2nd Company
Name
Quoted Cost
3rd Company
Name
Quoted Cost
Chimney Cleaning
No of Chimneys
1st Company
Name
Quoted Cost
2nd Company
Name
Quoted Cost
3rd Company
Name
Quoted Cost
1st Company
Name
Quoted Cost
2nd Company
Name
Quoted Cost
3rd Company
Name
Quoted Cost
Gutter Cleaning
No of Gutters
Please complete BDS-US Form 300 for reimbursement & submit to CPC, via the Tidewater Housing Co-ordinator, together with:
(a) The original receipt
(b) A copy of this completed form
(c) (if applicable) a copy of the page in your lease that states carpets have to be professionally cleaned.
BDS-US Form 109
Updated 10/14
Notification to Cease Payment of Allowances on Departure
Personal Profile
Name:
Service:
UIN:
Rank/Grade:
Date Departing US:
Date To Which Rent To Be Paid:
Staff/Service Number:
Unit:
Date Vacating Permanent Accommodation:
Final Rent Amount:
$
Date Moving to Hotel Accommodation:
New Post/UK Contact Details
(Mandatory Completion Required)
Phone:
New
Postal
Address:
Home Email:
Work Email:
Before departing the US you need to ensure the following advances are cleared. If you are departing the US without coming
through the Embassy you will need to contact the Accounts Payable Manager Cathy Winterton for approval regarding outstanding
advances. Contact details:
Advance Type
Amount
RAC
LPC
House Deposit
Contact
EEA000
ZZZG85W500
EEA000
ZZZG85W509
[email protected]
Furniture Advances
Contact
[email protected]
Travel Advance
Salary Advance
ZZZG85W506
EEA000
Contact
ZZZG85W511
[email protected]
Education Advance
Healthcare Advance
EEA000
ZZZG85W505
Contact
EEA000
ZZZG85W508
[email protected]
Please attach all refund cheques to this form
*Note: You are entitled to post date the cheque up to a maximum of 45 days from your lease termination date.
Certification
1. Subsistence allowance is normally payable for a maximum of 6 nights for motel/hotel/VOQs accommodation, which includes 6 nights at your location, 1 of which
may be taken at Dulles airport in Washington, DC.
2. COLA, LOA and ORA will cease with effect from date of entitlement to subsistence allowance.
3. Rent allowance will only be paid after vacating permanent accommodation if required by terms of lease and upon submission of written notice from the landlord
that a pro-rata refund of rent will not be made.
4. Submit completed form to your dHR Pay & Allowances Coordinator as soon as possible.
I certify that all information submitted on this notification is correct. I understand that it is a serious offence to make or conspire
in making a false statement on this notification or withhold any information relevant to this request. Such an offence could lead to
disciplinary action or criminal prosecution, either of which could lead to dismissal.
Signature:
Date:
dHR Use Only
Accommodation Actioned:
Signature:
Date:
Mailroom Actioned:
Signature
Date:
HR Administrator Actioned:
Signature:
Date:
Send completed form to Maura Nankervis, USA Support Group(Tidewater) Housing Co-Ord
6 Weeks prior to departure.