CLEANING AND DEPOSITS
Routine Inspections:
Inspections will take place at the end of every term. Occupants will be notified before this
inspection and at least one occupant is required to be present. A visual check of cleanliness and
safety will be made. If it is found that the occupants are not keeping the accommodation in a
reasonable condition, they will be given an opportunity to rectify the problem. If improvements do
not take place within a stipulated time, cleaners and contractors will be engaged, at the residents’
expense, to carry out the work.
Rota:
As soon as all residents in the house arrive, a cleaning rota should be established for the
communal areas of the house, as per your contract. All houses should have a bucket, mop,
broom, dustpan and brush and vacuum cleaner. If any of these items are absent or non-functional,
please note it on the inventory and contact the office. FAILURE TO TAKE PART IN THE
CLEANING ROTA OF SHARED AREAS WILL INCUR A FINE OF £10 PER TIME.
HOW TO LOSE £150 (OR MORE) AT THE END OF YOUR TENANCY
Residents in University Managed properties live legally as if they were a single family unit – you
are all jointly and severally responsible and liable for the property until the very end of the
contract. The good news is that when you move into a University Managed house it is safe and
sound and has been professionally cleaned, sanitised and prepared for you. The bad news is that
at the end of the 46 week contract period, you have to return it to the University in the same
condition – just as clean, tidy and repaired as when you started there.
The danger:
Every year students have the costs of returning the premises to the condition required by the
contract deducted from their deposits because they:
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Fail to check the Inventory and Schedule of Condition documents and don’t report anything
they think may be broken or not clean at the start of the contract, as instructed
Fail to clean their accommodation regularly, allowing dirt and grime to build up, which takes
much more effort to remove after nine months of neglect
Assume that if the house “passes” its termly “inspections” the standard for “packing out” is
the same. It isn’t. During the contract you don’t have to keep it up to the “packing out”
standard – that’s unreasonable. But you are required to clean it to the “packing out”
standard at the end of the contract.
Leave early and assume other residents will be the only ones charged for heating, and
cleaning the common areas at the end of the contract
Dash out of the house, eager to leave, just giving things a quick “wipe over” rather than the
thorough cleaning necessary
Leave the waste bins full, the dustbins full and the house and yard containing litter and
waste, which contractors then charge for taking away
Aren’t present at the “packing out” inspection at the end of the contract
Fail to hand in the keys - so new ones have to be cut and the locks changed
Fail, as a group, to pay the final energy bills, assuming someone else will do it for them –
they won’t
Suffer from selective amnesia about how they left the place
Assume the owner or University will pay for cleaning up their dirt and grime
Fail to consider that the next students to move in (and their parents) will object to walking in
to accommodation that isn’t properly clean and in good repair.
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It comes as a surprise in September when the students involved find the cost of us having to bring
in a commercial company to do the jobs they failed to do eats up a lot of their deposit. It costs
approximately £14 an hour for their services.
Worst of all, they then try to tell us that they left everything “spotlessly clean” and in perfect
condition, that everything was someone else’s fault, and, anyway, the house was “a tip” when they
moved in. The University regrets that this approach will not be accepted.
HOW NOT TO LOSE £100 (OR MORE) AT THE END OF YOUR TENANCY
At the end of the contract period (not before) the property will be inspected by the Head Leasing
staff and its owner/s. Everything will be thoroughly checked and photographed. Where the
condition, cleanliness and contents of the premises fail to match how it was when you moved in the
cost of bringing in commercial contractors to return it to that state and condition will be charged
against your deposits. Commercial contractors charge commercial rates - approximately £14 an
hour plus materials.
To minimise deductions from your deposit, as a group you must, before you leave, meet the
standards for return of the property. These are contained in this booklet. A guide to typical costs
of repairing damage and cleaning is provided below (e.g. if furniture or carpets are damaged full
replacement may be necessary, costing hundreds of pounds). You are advised to be careful.
All residents, including you, are joint and severally responsible for preparing the property for
handing back to the University. You need to make sure that everyone does their bit! Leaving
before the end of the contract does not exempt you from your contractual responsibilities.
In the contract you agree:
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To keep and maintain the interior of the Premises and the Furniture and all
landlord’s fixtures and fittings in the Premises clean and in as good condition (fair
wear and tear excepted) as at the date of this Agreement the parties agreeing to cooperate together both at the commencement and at the end of the Term jointly to
inspect and agree the relative condition of the Premises
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To maintain the interior of the Premises in a good state of decorative condition and
at least up to the same standard that it was in when you moved into the Premises
(fair wear and tear excepted)
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To take due and proper care of the Furniture and keep it clean and in good repair
(fair wear and tear excepted)
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Not wilfully to deface the Premises or allow others to deface the Premises internally
or externally
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To allow the University to deduct from your deposit the costs of remedying any
failing on your part to return the premises to the standard applying at the beginning
of the contract
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To take part in the house cleaning rota
Cleaning Equipment:
All houses should have a bucket, mop, broom, dustpan and brush and vacuum cleaner. If any of
these items are absent or non-functional, please note it on the inventory and contact the office.
Unless your vacuum cleaner has recently been reported faulty, this will not be taken into
consideration when assessing the “packing out” cleaning.
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Don’t try to clean a house with a vacuum cleaner whose bag is full up – it won’t clean properly.
Afterwards, leave the vacuum cleaner with a new, empty bag installed.
Ensure that all appliances have been well treated and are in full working order, and no
unauthorised appliances are left in the house.
Planning when to clean:
Firstly, clean regularly, preferably weekly. If you don’t, dirt gets hammered into the carpets, whilst
lime scale and body-fats build up and harden in showers, baths, hand-basins and toilets. Towards
the end of the contract period you should plan time to work as a group to comply with the
statement of standards for return of the property listed in this booklet. A guide to typical costs of
repairing damage and cleaning is provided. If furniture or carpets are damaged full replacement
may be necessary. Please be careful.
The packing out inspection:
You may not wish to stay until the end of the contract, but you are responsible for your room and
for your share of the communal areas, bills and other liabilities until the contract ends, when the
premises will be inspected by the head leasing staff and the owner/s. It is strongly recommended
that you are present at this inspection. This inspection is when decisions are made about the state
of each room and, if there is any cleaning to be done /repairs to be made, and who is responsible
for the costs. If you choose not to be there, you will not be permitted, at a later date, to dispute the
decisions made at this meeting. It is your opportunity to show that you have been the good tenant
you say you are.
If the cost of returning the property to its original condition is more than the deposit then the
tenants will be billed for the excess amount. This will be placed on the student’s account with the
University and be subject to our normal financial control procedures, including, after due process,
passing unpaid amounts to debt collectors engaged by the University.
THE FOLLOWING TYPICAL CHARGES APPLY TO DAMAGE CAUSED IN A PROPERTY:
FIRE DOORS:
Holes or damage to doors, £200 replacement cost per door.
SMOKING:
(Not permitted in University Managed houses!) Charges may include
redecoration of room due to odour, £50 to £250.
CARPET:
Burns from cigarettes, candles, hot pans etc: Replacement from £200.
Stains from spillages: Cleaning from £40 (replacement if un- cleanable)
WALLS:
Repainting walls due to blu-tac marks etc £15 per wall.
FURNITURE:
Burns, stains, cuts, breakage: Replacement cost from £60 to £200.
KITCHEN:
Burnt/cut worktops: From £100.
Microwaves burnt/damaged by using metal objects: Replacement £60+.
Ovens with burnt on food: Professional cleaning costs from £80.
BEDS:
Burnt or stained mattress: Replacement from £80.
IF THE UNIVERSITY HAS TO BRING IN CLEANERS e.g. to clean the shared areas, kitchen and
lounge it costs approximately £100 per day.
TROLLEYS: Return of abandoned supermarket trolleys on premises: From £40 per trolley.
CLEANING EQUIPMENT:
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Empty the vacuum cleaner before you start. A full one won’t clean properly. If any of the cleaning
equipment is missing or not working it’s your job to tell the Accommodation Office as soon as
possible.
SUGGESTED CLEANING PRODUCTS:
Warning: Before using cleaning products please read the safety notices printed on the containers.
Wear protective gloves, protective clothing and eye protection where advised. Don’t mix products.
Dangerous gases can be released if certain products are inadvertently mixed together.
Toilets – you need to apply a de-scaling fluid to the inside of the bowl and a dis-infectant sanitising
fluid to the outside surfaces and surrounding floor and wall area.
Baths, Showers and wash-hand-basins – you need to use de-scaling fluid where there is a grime
build-up. On the walls and tiles you need to use a product such as Dettox mould and mildew
remover.
DON’T PAY SOMEONE ELSE TO DO YOUR DIRTY WORK- SAVE YOUR MONEY
DO IT YOURSELF
CLEANING CHECK-LIST
Firstly, equip yourself with the proper cleaning products to enable you to remove dirt, grime and
lime-scale (for suggestions, see inside back page).
(a) General Décor
The decor must have been kept in good condition and bikes must not have
scraped wallpaper. Nails must not have been hammered or plugs drilled into
the walls. All damage must have been properly rectified. The cost of repairing
damage to wall surfaces caused by blu-tac (usually redecoration) will be
charged.
The linoleum and carpets must not have deteriorated in condition and must
not have been removed, burned, ripped, torn or left dirty.
No unauthorised internal door locks, padlocks or hasps must have been fitted.
If so they should be removed and any damage properly repaired.
(b) Study bedroom
All personal possessions removed and all drawers and wardrobes emptied
All waste bins emptied and cleaned and the rubbish taken out
Bed left unmade, with no stains on the mattress
The floor vacuum cleaned and all litter removed (including under the bed)
All top surfaces wiped clean
All skirting boards dusted and splashes or stains washed off
Window sills and all corners where dirt builds up washed clean
The room aired
The furniture put back as it was when you first moved in.
(If you have en-suite facilities)
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The toilet washed clean, front, back and sides, internally and externally
The toilet de-scaled
The walls around the toilet washed clean
The wash-hand-basin cleaned and de-scaled and the plug-hole cleaned out
The splash back around the hand-basin scrubbed clean (grouting between
tiles included)
The shower thoroughly cleaned, including all hoses and controls.
The shower walls de-scaled and scrubbed clean, including the grout between
tiles
All hair and debris removed from the plug-holes in the shower.
(c) Bath room and toilet (en-suite or shared)
All personal items removed (including toothpaste, brushes, razors, empty
cosmetic bottles, etc)
The waste bin emptied and washed clean inside and out
The bath, handbasin and toilet thoroughly cleaned to the standard indicated in
(en suite) above.
Window sills and all corners where dirt builds up over a period of time washed
clean
(d) Stairs and Landing
Clear of all luggage, packaging, cases, bicycles, road signs…everything
Carpets vacuum cleaned
Skirting boards vacuumed and washed clean if splashed or stained
Finger marks around light switches cleaned off
Window sills and all corners where dirt builds up over a period of time washed
clean
(e) Common Room/s
All outgoing luggage stacked neatly out of the way
All bins emptied and cleaned inside and out
All personal possessions (televisions, radios, old coats, chairs, etc) removed
All top surfaces wiped clean
Skirting boards vacuumed and washed clean if splashed or stained
Window sills and all corners where dirt builds up washed clean
(f) Kitchen
Food lockers and ’fridges/freezers emptied of food, properly defrosted, wiped
out and thoroughly cleaned and left switched off with the doors open to
prevent mould growth
All pots, pans, crockery and cutlery washed and put away
The cooker and its oven thoroughly cleaned
The cooker should be moved and the sides also cleaned;
All top surfaces thoroughly cleaned
All bins emptied and washed inside and out
All plastic litter sacks sealed and put in the outside bins
All personal possessions removed
Skirting boards vacuumed and washed clean if splashed or stained
Window sills and all corners where dirt builds up washed clean
(g) Communal toilets
All personal possessions removed
The waste bin emptied and washed clean inside and out
The toilet and hand-basin and surrounding splash-back and walls thoroughly
cleaned to the standard indicated in (en suite) above.
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Window sills and all corners where dirt builds up washed clean
(h) Front entrance area
Left clear of items.
Floor washed or vacuum cleaned as appropriate
Walls washed clean of any dirty marks
Skirting boards vacuumed and washed clean if splashed or stained
Window sills and all corners where dirt builds up washed clean
(i) Back entrance
Wheelie bins loaded with all flattened out empty cardboard boxes, polythene
bags, etc. ready for refuse collection. Loss of this bin would result in the
residents being liable for the cost of its replacement and removal of stacked
up rubbish.
(j) Gardens and yards
All gardens and yards cleared of rubbish and items accumulated during the
letting period.
Bicycles, cars, motorcycles removed
Any junk that won’t fit into the wheelie bin removed from the premises
(k) Landlord’s Contents
These must be left in the condition and location that you found them in. Any loss or damage must
be reported to the Accommodation Office before the end of the contract period.
The University will not be held responsible if items are placed in cupboards, lofts etc. and cannot
be found during the inspection, resulting in charges being made for their replacement.
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