Departure information

We hope you have enjoyed your stay at Monash University Accommodation and wish you well in the future.

There are a just a few things you need to know before you leave:

Complete a Departure Form
Complete the ‘Online Departure Form’ within the Resident Portal as soon as possible.
On the form, please ensure that you provide a forwarding address as your mail (not parcels) will be forwarded to you for a period of TWO WEEKS ONLY after your departure. Make sure you advise your family, friends, business and other associates of your new mailing address. All letters will be 'Returned to Sender' after the (2) two week period. Please note that we do not forward parcels for students after departure due to the high risk of mis-delivery.
Important: As mail is forwarded and/or returned via Australia Post, MRS accepts no responsibility in the event mail does not reach the intended destinations.
Update your address and contact details via WES
You should update your address and contact details via the Web Enrolment System (WES), available through your myMonash Portal. This will ensure that all correspondence from the university is mailed to the correct address
- Clean your room thoroughly and clear all rubbish and personal belongings
- Remove food from any communal fridges and personal items from shared kitchens
- Ensure that all Monash University Accommodation standard items are present in the room. You may use the departure checklist for residents below.
- Lock your door.
- Check your mailbox, clear any mail and remove the lock.
- Clear your bike from the bike storage area (if applicable).
- Return your keys to the Accommodation Office.

After hours key return

If you did not submit a Room Condition Report upon commencement of your accommodation this will not excuse you from your responsibilities. As stated in the Fee Regulations, it will be assumed that failure to have returned your completed Room Condition Report to the Administration Office means that your room was in perfect condition when you arrived and you will be financially responsible for any missing items or damage found in the room.
You may refer to the departure checklist for residents (see links below) to help you ensure that you do not receive any charges for missing items or damage to your room. Please go through this list carefully and tick off each item. The checklist will assist you in avoiding any possible charges before handing in your room keys. You do not have to hand this checklist in.
Ensure that you clear all personal belongings and food from kitchen cupboards, lockers and fridges; remove all clothing from the laundry and bikes from bike sheds. After departure, all communal areas will be inspected and all items remaining will be disposed of.
Take care not to leave any items such as boxes or bags outside your bedroom whilst packing. Doing so is an Occupational Health and Safety (OHS) risk and these items will be removed and disposed of by cleaning staff
In preparation for your departure from your Monash University accommodation, please find below some useful information regarding your responsibilities in relation to ending your agreement and the condition you should leave your apartment in prior to your departure to avoid unnecessary charges.
Please be aware:
Your room must be left in a clean state. All areas of your room, including the bathroom and cooking area (if applicable) must be thoroughly cleaned prior to handing in your room keys. Charges will apply where additional cleaning is required. Costs are as per the University approved cleaning contractor rates. See the Departure Checklists above.
Your room must be left in a well maintained state, in the same manner that you indicated on your arrival room condition report.
The costs of repairing items in your room can be outlined by an Operations Officer. These are direct costs, no additional fees or charges have been added.
Any fixtures that you have attached to the walls or any other surface must be removed and made good. There will be costs associated with repairs if we are required to perform additional repair works to your room space.
You have the option of being present at the time of departure to conduct a joint inspection. Inspections can be booked during business hours (10:00am – 4:00pm, or by special arrangement). You will need to hand in your keys immediately after the inspection.
To make an appointment please email accommodation.operations@monash.edu
Monash University Accommodation staff will inspect your room if no inspection prior to departure has been requested and complete a 'departure condition report’. This report will be compared with your signed ‘arrival condition report’ for any discrepancy in terms of damage or cleanliness.
As part of Monash University Accommodation’s room condition reporting process, any maintenance or excess cleaning required following your departure may incur additional charges. If applicable, you will receive an invoice outlining these costs.
Should you wish to dispute any charges, photographs taken during the inspection and copies of your arrival and departure condition reports are available upon request.
It is our experience that the majority of residents will leave their room in good condition. If the above advice is followed you should avoid any end of tenancy costs. If you have any questions, please email accommodation.operations@monash.edu
If you require a rental reference from Monash University Accommodation, please follow the step-by-step guide below to complete the mandatory authorisation form in the resident portal.
Step 1: Access the Release of resident information form
Before we can share any details with future landlords or agents, privacy laws require you to authorise us to do so.
- Log into the Resident Portal.
- Locate and open the Release of resident information form.
Step 2: Complete the Form
Please fill out the four sections of the form exactly as outlined below to ensure your rental reference can be processed without delays:
1. Review Information
- Read the Resident Information Release Statement and Privacy Collection Statement.
- Check the box confirming: "I have read and understood the Resident Information Release Statement and Privacy Collection Statement."
2. Select Types of Information to Disclose
- Check the Finances box (this allows us to verify your rental payment history).
3. Select Authorised Parties
- To make things easiest, check the "All real estate agents" box. This ensures that no matter how many properties you apply for, we are authorised to respond to their references.
- (Alternative: If you are only applying through specific agencies, you can list them individually in fields 1, 2, and 3).
4. Select Period of Disclosure
- Enter a Start date (usually today's date).
- Enter an End date (we recommend choosing a date well into the future to ensure agents have enough time to contact us while your applications are being processed).
Step 3: Provide Our Contact Details to Your Agent
Once you have submitted the portal form, provide your real estate agency or prospective landlord with the following email address:
accommodation.references@monash.edu
They can email their reference check template directly to this address. Our team will verify your authorisation on file and complete it for you.
Important Notes
- Processing Time: Please allow up to 3 business days for our team to process and submit the reference to your agent.
- Portal Access: If your portal login is tied to your Monash student email and you have already lost access to it, please contact the Accommodation Office directly so we can manually update your login email address.
- Amending Your Consent: If you need to change dates or add specific agents later, all you need to do is log back into the portal and update the form.
If you are moving off-campus we suggest that you visit our webpage for information about renting in the private rental market. You may also wish to contact our staff who will be able to assist you.
If you are looking to continue the social connections and engagement experience beyond your time on-campus, the Monash Student Communities at Clayton, Caulfield and Peninsula provide a supportive social and fun environment with peer support for all students living off campus.
For more information visit: Monash Student Communities

If you live at	Where to return your keys
Clayton Residential Village	Accommodation Office - 58 College Way
Clayton Urban Community	Near the mailboxes in your hall
Peninsula Residential	The after hour key return box is located in Gillies Hall mailboxes below mailbox 630. Alternatively keys can be returned to Monash Security after hours.

Departure information

Step 1: Access the Release of resident information form

Step 2: Complete the Form

1. Review Information

2. Select Types of Information to Disclose

3. Select Authorised Parties

4. Select Period of Disclosure

Step 3: Provide Our Contact Details to Your Agent

Important Notes