Moving into your Private Hiring
The private hiring that has been allocated to you should be completely ready for occupation by the
date you arrive in the USA. It will have been inspected by the NASG(TW) Housing CoOrdinator(HC)to establish that it meets the prescribed ‘Move In Standard’ or to identify any
remedial work required to bring it up to standard. Although infrequent, there may be circumstances
where the hiring is found not to be fit for occupation, if this is the case do not accept it. If the
property is uninhabitable, alternative accommodation will be made available, until remedial action
has been taken or a replacement property sourced. Further details about move-in standards can
be found in JSP464 – Part 1.
Move-In Day
The Service person is required to inspect the property on ‘March In” and subsequently render a
Report Form (included in your move in pack) within 14 days highlighting any concerns or defects
(e.g: stains on carpets, chips in skirting boards, scratched/marked furniture, etc). Occupants are
also advised to photograph defects where possible.
This Report Form is provided as a guide for inspecting the property and will be used as a reference
when you come to vacate the property at the end of your tour.
On entering the property ask the HC to:
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Demonstrate the operation of the boiler/air conditioning – leave systems functioning so you
can check they work.
Turn on the cooker, test all hobs, grill and main oven.
Ask for the manufacturer’s instructions for the cooker, boiler and heating appliances?
Test the smoke alarms.
Check all doors and windows for correct operation.
Check the operation of all Toilets, Baths and Showers
Whilst we will try and ensure that the property is at ‘Move In’ standard, there may be some basic
outstanding residual work to be completed and we ask you to be realistic about these factors. As
far as possible your preferences will have been taken into account during the allocation process
but there is no guarantee that all will be met and there may need to be a degree of compromise.
Finally, it should be noted that whilst every effort will be made to ensure that the levels of
cleanliness of properties handed over to us are of an acceptable standard, we have no budget to
employ cleaners. As interpretation of standards will vary this may mean that the property may fall
slightly short of those we would expect when taking over a quarter in the UK.
1
Move-In Check List
Area
Description
Safety
Items
Smoke alarms and carbon monoxide (gas/oil appliance exhaust fume) detectors will be fitted if required. All detectors will be
present and working.
Bathrooms
& Kitchens
Cleanliness: Baths, showers (including any screens and curtains fitted), WCs, sinks, basins and taps will be clean and free of
lime scale and mould capable of removal by normal cleaning processes. Tiles and mirrors will have no grease marks or mildew.
Bathroom taps, shower heads and other fittings will be present and working, seals intact and any minor repairs such as leaks and
drips carried out prior to move-in.
Cooker
Cleanliness: No grease marks or carbon deposits capable of removal by normal cleaning, cooker hoods and filters should be
clean and grease free.
All hob, grill, main oven, extractor should be in working order.
Electrical
Fittings
Cleanliness: Switches, sockets and light fittings will be clean with no grease marks or dust capable of removal by normal
cleaning processes.
The electrical system, at move-in, will be in a fit and safe condition. Sockets and light fittings will be working, and have no minor
defects such as cracked faceplates, loose covers or missing screws. Light fittings will have lamps but may not have shades. The
ground floor will have a working telephone point.
Plumbing
Cleanliness: The boiler, radiators, heating and water pipes, and controls such as thermostats will have no grease marks or dust.
There will be a working boiler and air conditioning system.
Walls &
Ceilings
Cleanliness: Walls will be free from marks, stains, ingrained dirt or mould capable of removal by normal cleaning processes.
Floors
Cleanliness: Hard flooring will be clean and generally free of marks capable of removal by normal cleaning processes. Carpets
will be vacuumed, and generally free from stains, marks or odours. There will be no pest infestations such as fleas, mites, carpet
beetles or rodents.
Redecoration of walls and ceilings will not generally be carried out, and a level of fair wear and tear is to be expected when
taking into account when the property (or part of the property) was last decorated. Significant defects will be repaired prior to
move in.
Carpets or flooring will be present in all rooms, hallway, stairs, landings, etc. any minor repairs such as individual tile replacement
or fixing loose carpets which pose a trip hazard will be carried out prior to move-in.
Doors &
Windows
Cleanliness: Doors, doorframes and architrave will be clean, with no grease marks or dust capable of removal by normal
cleaning processes. Window glass, window frames and casements will be clean inside and out with no mildew.
Working locks and hinges will be fitted to doors and windows, including garages, with keys provided for access/egress points. All
minor repairs such as repairing defective locks will be carried out prior to move-in.
House
Contents &
Furniture
Pack
Cleanliness: Upholstery, wooden furniture, cupboards, worktops, shelves, beds, storage units and wardrobes will be clean, free
of grease and marks capable of removal by normal cleaning processes.
Exterior
Cleanliness: Garages, paths, sheds and stores will be empty, swept and clean, free of cobwebs. Bins should be empty and
clean inside and out.
Beds will be assembled prior to move in. Wooden furniture, cupboards, worktops, shelves, storage units & wardrobes will have
no functional defects such as defective locks/hinges, or major cosmetic damage.
Gardens and paths will be safe and tidy with grass cut, flowerbeds free from weeds and hedges trimmed. Garden tools, such as
lawnmower, strimmer and garden broom will be provided by the Embassy.
2
Observations on Move In
Address:............................................................................................................................................................
........................................................................................... Date of March In....................................................
Area
Observations on Move In
Lounge
Dining Room
Kitchen
Hall
Cloakroom
Family room/
Sunroom/
Conservatory
3
Area
Observations on Move In
Bed 1/
En-suite
Mattress checked

Mattress checked
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Mattress checked
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Mattress checked
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Bed 2
Bed 3
Bed 4
Bathroom
Any other
observations
I agree with the observations listed above and note that I have the opportunity to submit a subsequent list within
14 days of occupying this property.
Signed.................................................................... Date.......................................................
Print Name ...............................................…………………………………………………………
4
14-DAY AFTER MOVE IN - OBSERVATION FORM
This form is your opportunity to note any concerns that were not raised with the NASG(TW)
Housing Co-Ordinator(HC) on march-in (eg: stains in carpets, chips in skirting boards etc). It must
be completed within 14 days of occupying the property and returned to the HC and the
landlord/agent of the private hiring. All repairs should have been rectified prior to move in but any
that are still outstanding should be included in this form.
I would like to record the following observations.
Address:.....................................................................................................................................
..................................................................... Date of March In....................................................
Issues with property
Ser
1
2
3
4
5
Room
Observation
Notify
Agent/Owner
(Y/N)
Ser
Room
6
7
8
9
10
11
12
13
14
Other comments:
Observation
Notify
Agent/Owner
(Y/N)
Issues with inventory items/furniture
Ser
Room
Observation
1
2
3
4
5
6
7
8
9
10
Signed.................................................................... Date.......................................................
Print Name ...............................................…………………………………………………………
Contact Tel No (Home)........................................... (Work)...........................................……..
Replacement
required
(Y/N)