Your Complete
Move-Out Guide

Everything you need to know before July 19.

🔑 Keys are due at the leasing office by 12 PM on July 19. A $25 late key fee applies if not returned by noon.

Move-Out Overview

Everything you need to know before your move-out date.

Who Is This Guide For?

This guide covers three move-out situations. Make sure you're reading the right section:

🏠

Full TurnoverAll roommates are moving out and the entire unit is being vacated. This is the most common situation. The Overview, Checklist, and Moving Out tabs apply to you.

👥

Partial Move-OutSome roommates are leaving and some are staying. See the Partial Move-Outs tab for your specific process.

🔄

TransferYou're moving out of one Harbor unit and into another. See the Transfers tab. Your timeline and process are different from a standard move-out.

Key Dates — Full Turnover

Date	What's happening
Now	Submit maintenance work orders for damage in your unit. Repairs are less expensive before move-out than after
May 1	RentCheck Move-Out Inspection invitation emailed to you. Bookmark it in your email until you move out. Complete it after cleaning, but before turning in your key
Before July 1	Schedule professional home cleaning (required by your lease)
July 15	Last day to submit work orders at pre-move-out rates
Before July 19	- Submit Room Assignment Form in AppFolio (tells us which bedroom was yours so charges go to the right person) - Complete "Finalize Move Out Information" in your resident portal (required forwarding address + optional bank account for direct deposit) - Professional cleaning completed. Send receipt to theharbor@arenagrp.com
Before turning in key	Complete your RentCheck Move-Out Inspection
July 19 by 12:00 PM (noon)	Key delivered to the leasing office during office hours. Home must be cleared, cleaned, and ready for inspection. $25 late fee if key not returned by noon.
Within 30 days of July 19	Security deposit returned with final account statement + RentCheck inspection + itemized invoice + tenant ledger
September 19	Deadline to initiate an appeal. Submit via JotForm (link in the Moving Out tab)

Moving Out

Your security deposit, common move-out charges, cleaning standards, and what happens after you turn in your key.

Your Security Deposit

💡

Your deposit is your moneyWe hold it while you live here and return it when you move out. Our goal is to return it in full.

What We Can — and Can't — Deduct

"Normal wear and tear" means natural aging of a property over time — things that happen regardless of how carefully you lived there.

✓ Wear & Tear (not chargeable)

✓Minor scuffs on baseboards from foot traffic
✓A couple of small nail holes from hanging pictures

✗ Damage (chargeable)

✗Excessive nail holes
✗Pet damage to floors or walls
✗Holes in walls from furniture or accidents
✗Broken fixtures, doors, or hardware
✗Home not cleaned to required standard

Getting Your Deposit Back — What We Need From You

Look for the "Finalize Move Out Information" button at the top of your resident portal. This is where you provide your return information. You have two options:

🏦

Direct deposit (recommended)Enter your bank account info in AppFolio. This is fastest and safest. There's no risk of a check getting lost in the mail.

📬

Forwarding address (required if no bank info)We need a valid mailing address to send your check to. Your forwarding address is always required, even if you've set up direct deposit.

⚠️

If you're moving out earlyMoving out early in May or June does not mean your deposit will be returned in May or June. Your responsibility to the property is through the end of your lease, so your deposit will be returned within 30 days of July 19, not the day you decided to move out.

Deposit Return Timeline

July 19 by noon

Key delivered → inspection begins

Within 30 days of July 19

Deposit returned + documents sent

You'll receive: your security deposit return (via direct deposit or check), your final account statement, our RentCheck inspection of your unit, an itemized invoice of all charges, and a tenant ledger. Note: If you fail to provide your bank information or forwarding address, the 30-day clock doesn't start until we have those on file.

September 19

Appeals deadline

If you believe any deductions to your deposit are inaccurate, you must initiate your appeal by September 19 via JotForm.

Submit an Appeal →

Repair & Cleaning Charges

No sticker shock. Here's exactly what we charge for the most common damage we see in homes after move out.

Item	Notes	Price
🧹 Cleaning
Standard professional cleaning	Required if home isn't left in professional-level clean condition	Bedroom: $80 Common Area: $110
🛋️ Carpet
Carpet steam clean	Required if professional steam cleaning is not completed before move-out	Bedroom: $60 Common Area: $28
Carpet treatment	Required if a stain or pet smell persists after professional steam cleaning	Stain: $25 Pet: $25
Carpet replacement	Required when permanent stains can't be lifted by steam or stain treatment	Bedroom: $450 Common Area: $500
Carpet patch	Missing section or animal damage	Bedroom: $70 Common Patch: $70
🎨 Paint
Touch-up paint	When damage appears on 1 wall	Bedroom: $105 Common Area: $135
Full room repaint	When damage appears on more than 1 wall	Bedroom: $175 Common Area: $335
Color change	When wall color was painted over and not returned to original color before move-out	Bedroom: $455 Common Area: $810
🔧 Sheetrock
Sheetrock Patch		$77
🛍️ Removal
Trash removal	Anything left in fridge, freezer, closets, cabinets, garage, etc.	$25 / bag
Bulk item removal	Anything that doesn't fit in a trash bag (couch, mattress, furniture, etc.)	$200 / item
⚙️ Miscellaneous
Broken fixtures, doors, hardware, appliances	Actual cost of labor + parts	Labor + parts

Cleaning Standards: What "Professional Quality" Means

Your lease requires a professional-quality clean before move-out. Here's what you need to know:

✅

You can DIY, but it will be judged to a high standardYou're not required to hire a professional cleaning company. But whether you hire out or do it yourself, the result will be inspected against a professional-quality standard. If it doesn't pass, we charge for it.

🧾

If you hire a cleaning vendor, send us the receiptEmail your cleaning receipt to theharbor@arenagrp.com and a leasing specialist will upload it to your portal. Having a receipt does not automatically mean you pass inspection. The result will still be inspected against our professional-quality standard.

The RentCheck Move-Out Inspection

RentCheck is a tool that lets you document the condition of your home with photos before you turn in your key. Here's what you need to know:

🛡️

It's there to protect youYour RentCheck submission creates a timestamped record of your home's condition at move-out. If you dispute a charge later, this is one of your strongest pieces of evidence.

📸

Use it to document, not to disputeThe RentCheck inspection is for capturing photos of the condition of your home when you leave. Notes like "my roommate caused this damage" or "this was already here when I moved in" will not change what you're charged. Common area damage is split equally regardless of cause. Pre-existing damage is only covered if it was documented on your original move-in inspection or inventory condition form. If it wasn't on your move-in inspection, you may still be charged.

📅

Complete it at the right timeAfter your unit is fully cleared and cleaned, but before you deliver your key. Not before you're done cleaning, and not after you've handed in your key.

Move-Out Checklist

Check off each item as you complete it. Everything must be done before delivering your key.

Progress0 / 21 complete

📋 Admin — Do These First

✓
Room Assignment Form submitted in AppFolio — confirms which bedroom you lived in so charges go to the right person. See screenshot below for how to find it.
✓
"Finalize Move Out Information" completed in your resident portal — required for your forwarding address (and optional bank account for direct deposit). Look for the button at the top of your portal.

🛏️ Your Bedroom

✓
All personal belongings removed
✓
Nail holes patched and wall damage repaired — or work order submitted
✓
All surfaces wiped — windowsills, baseboards, light switches
✓
Closet fully cleared and cleaned

🍳 Kitchen (Shared)

✓
Counters, stovetop, and oven scrubbed
✓
Inside fridge and freezer completely empty and wiped out
✓
All cabinets and pantry emptied
✓
Nothing left under the sink

🚿 Bathrooms (Shared)

✓
Toilet, sink, tub/shower scrubbed
✓
Mirrors wiped
✓
Nothing left in cabinets or on shelves

✅ Cleaning (Required)

✓
✓
Professional-quality home cleaning completed. If you hired a vendor, send receipt to theharbor@arenagrp.com

🔑 Final Steps — In This Order

✓
All trash and personal items removed — $25/bag, $200/bulk item for anything left
✓
RentCheck Move-Out Inspection completed — after cleaning and clearing, before turning in key
✓
Key delivered to the leasing office during office hours, by 12:00 PM (noon) on July 19 — $25 late fee if not returned by noon

Partial Move-Outs

Some roommates are leaving and some are staying. This page is for both of you.

👥

What is a partial move-out?In a partial move-out, at least one person on the lease is moving out on July 19 while at least one person is staying and renewing. The process is different for each group — read the section that applies to you.

If You're Moving Out

Your move-out date is still July 19

Even in a partial move-out, your personal move-out date and deadline are the same. Your key must be delivered to the leasing office by 12:00 PM (noon) on July 19. A $25 late fee applies if not returned by noon.

You must be fully out of the home

This means everything — not just your bedroom. You cannot leave personal belongings in common areas, the garage, or anywhere else in the unit. Your roommates who are staying did not agree to store your things. Any items left behind are subject to the $25/bag and $200/bulk item removal charges.

Common areas will be assessed — but not turned yet

We will assess the condition of common areas on July 19, but we won't be cleaning or making repairs to common areas at that time because people are still living there. You are still equally responsible for the condition of common areas at the time of your move-out. Communicate with your roommates about how you're leaving shared spaces before you go.

Your bedroom will be inspected and turned

Your bedroom will go through a full inspection and turnover process — cleaning, repairs, and any necessary work — so the new roommate moving in has a clean, move-in-ready room.

Complete your RentCheck inspection before you leave

After clearing and cleaning your bedroom, complete your RentCheck Move-Out Inspection before turning in your key. This documents the condition of your space and is important protection for you — especially since your roommates will still be living in the home after you leave.

Your deposit return timeline

Your deposit will be returned within 30 days of July 19 — not the day you physically remove your belongings. Make sure your "Finalize Move Out Information" is completed in your resident portal before you leave.

If You're Staying

🔨

We'll be in and out of your unit July 19 – August 1We'll be completing inspections and turning over your old roommates' bedrooms and any common areas that need work. Plan accordingly — there will be maintenance staff and cleaners in and out of the home during this period.

Clean up the common areas

Before new roommates arrive, common areas need to be in good shape. If we walk in and the kitchen, living room, or bathrooms are a mess, we'll clean them — and we'll charge the residents who are staying, because you're the ones who have been living there. New residents deserve to move into a clean home.

Don't move into a vacant bedroom

If a roommate moves out of their bedroom and the room sits empty, do not move into it. If you move into a room that isn't yours, you're now responsible for the condition of that room — and the person who was supposed to move in is moving into your old room. Unauthorized room changes will result in charges.

Get to know your new roommates

If you'd like to connect with the residents who will be moving into your home, reach out to the leasing office and we can share their contact information (with their permission).

💬

Questions about a partial move-out?Stop by the leasing office or email theharbor@arenagrp.com. We're happy to walk you through what to expect.

Transfers

Moving out of one The Harbor unit and into another? Your timeline and process are different from a standard move-out. Read this carefully.

⏱️

The window is tight — don't wait to start packingThe transfer timeline is compressed. If you wait until your transfer date to start packing, you will not have enough time to complete the process properly. Start preparing well in advance.

Your Transfer Timeline

Before July 19

Schedule your cleaners

Book your professional cleaning for your old unit now. July is the busiest time of year — don't wait. Send receipt to theharbor@arenagrp.com.

July 19–24

Pack up your belongings

Pack everything from your old unit. Your old unit needs to be cleared and cleaned before July 26. Use this window to get organized — don't leave it until the last minute.

July 24

Pick up your new key + complete inventory condition form

Pick up the key to your new unit from the leasing office. Before moving anything in, complete the Inventory Condition Form for your new home — this documents any pre-existing conditions so you're not held responsible for them later.

July 24–26

Move your belongings into your new home

Move in and get settled. Your new unit is yours starting July 24.

July 26

Complete move-out inspection of old unit + drop off old key

After your old unit is fully cleared and cleaned, complete your RentCheck Move-Out Inspection. Then deliver your old key to the leasing office. This is your official move-out date.

A Note on Transfer-to-Transfer Situations

🔄

This is rare — but worth knowing aboutIn some cases, the unit you're transferring into may also have a resident transferring out during the same July 24–26 window. That means you and the outgoing resident may be working around each other during your respective move-out and move-in.

The July 24–26 window exists specifically to create enough breathing room for both sides of a transfer-to-transfer situation. We'll communicate the specifics once we're fully leased and all roommates have been placed — typically closer to July. At that point, we'll walk you through exactly what the overlap looks like for your unit.

If you find yourself in this situation, the most important thing you can bring is patience. The person moving out is navigating the exact same compressed timeline you are. A little grace goes a long way during a busy move week, and our team will be available throughout that window to help coordinate if anything comes up.

💬

We'll reach out with specifics closer to JulyOnce placements are finalized, we'll let you know whether your unit has a transfer-to-transfer situation and what to expect. In the meantime, reach out to the leasing office with any questions.

Your Security Deposit During a Transfer

Transfers involve two deposits — here's how it works:

🏠

New deposit — paid upfrontBecause you're moving into a new unit, you'll pay a new security deposit for your new home. This is tied to the new property, not your old one.

📬

Old deposit — returned within 30 days of July 26Your deposit from your old unit will be returned within 30 days of your official move-out date (July 26). Any charges from your old unit will be deducted before the return.

⚠️

Plan ahead for a period where both deposits are outWe want to be upfront about something that surprises a lot of transfer residents: there will be a period of time — usually a few weeks — where you've already paid your new security deposit and are still waiting to receive your old one back. For most people, that means having two deposits out of your account simultaneously. We recognize that's a real financial ask, especially at the end of the summer when money is already tight. It's completely normal and expected as part of the transfer process, but it's not something you want to discover the week of your move. Please factor this into your budget now, not later.

Make sure your "Finalize Move Out Information" is completed in your resident portal — including your forwarding address or bank account info — so we can process your old deposit return without delays.

💬

Questions about your transfer?Stop by the leasing office or email theharbor@arenagrp.com. We want your transfer to go smoothly.

Frequently Asked Questions

The questions we hear every year — answered clearly.

Cleaning

You can clean yourself — but the result will be inspected against a professional-quality standard either way. If it doesn't meet that standard, we'll charge for a professional cleaning. If you hire a vendor, send receipts to theharbor@arenagrp.com.

Normal wear and tear means the natural aging of a property over time — a microwave dying after 10 years, minor scuffs on baseboards, a couple of small nail holes, flooring that has faded from years of use. It does NOT include excessive nail holes, pet damage, holes in walls, broken fixtures, or a home that hasn't been cleaned.

Deposit & Charges

Within 30 days of July 19 (your move-out date). You'll also receive your final account statement, our RentCheck inspection of your unit, an itemized invoice of charges, and a tenant ledger. Important: the 30-day clock doesn't start until we have your forwarding address or bank account info on file. Complete 'Finalize Move Out Information' in your resident portal before move-out.

If you entered your bank account information in AppFolio (you should have received an email this semester asking for this), we'll direct deposit your refund. Otherwise, we'll mail a check to your forwarding address. Direct deposit is recommended — checks can get lost in the mail. Both options require you to complete 'Finalize Move Out Information' in your resident portal.

Turning in your key or removing your belongings early does not change your deposit return timeline. We inspect units during the official turn period (July 19 onward), not when you physically leave. Your deposit will be returned within 30 days of July 19 regardless of when you moved out. You remain responsible for your bedroom and common areas through the end of your lease.

No. Withholding for legitimate, documented charges is allowed under Texas law. The 30-day rule governs when we must send the statement — not whether charges can be made. Every deduction is documented with photos and an itemized list.

$25 per trash bag for anything left in the unit — fridge, freezer, closets, cabinets, garage, everywhere. This year, we're also charging $200 per bulk item for anything that doesn't fit in a bag, like a couch, mattress, or large furniture.

Appeals

Submit your appeal via JotForm by September 19: form.jotform.com/260776519549068. You just need to initiate the appeal by September 19 — it's okay if the back-and-forth continues after that date. Every resident receives a full inspection report with photos and an itemized invoice, so all charges can be referenced directly.

Review your inspection report and itemized invoice carefully — they'll be sent to you within 30 days of move-out. If you believe a charge is inaccurate, submit your appeal via JotForm by September 19. We'll reference the inspection photos and documentation to walk through it with you.

Keys & Admin

Deliver your key to the leasing office in person during office hours, by 12:00 PM (noon) on July 19. There is no lockbox or after-hours drop-off — your key must be handed in to a staff member during office hours. A $25 late fee applies if not returned by noon.

The Room Assignment Form tells us which bedroom you lived in. We don't assign bedrooms at move-in — residents choose their own rooms. Without this form, we can't confirm which room was yours, which can delay your deposit return and result in charges going to the wrong person. Find it in your AppFolio resident portal and submit it as soon as possible.

RentCheck lets you photograph and document the condition of your home before you turn in your key. It exists to protect you — it creates a timestamped record of how you left your space, which is your best evidence if you need to dispute a charge. Complete it after fully clearing and cleaning, before delivering your key. Note: the inspection is for photo documentation only — notes about pre-existing damage or roommate fault won't change what you're charged. If damage wasn't on your original move-in inspection, it may still be your responsibility.

Common Areas & Roommates

Your lease runs through July 19. Moving your belongings out early does not end your lease responsibility. Common area charges (kitchen, living room, bathrooms, stairwell) are split equally among all roommates regardless of who moved out first. If your roommates left damage or a mess after you left, you are still equally responsible for your share.

You need to remove all your belongings from common areas and leave them in a reasonably clean state. We'll assess the condition of common areas on July 19 but won't clean or repair them yet — because people are still living there. Make sure you haven't left a mess for your remaining roommates.

💬

Still have questions?Stop by the leasing office or email theharbor@arenagrp.com.

Your Complete Move-Out Guide