Departure Information

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

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


Before you depart your room

  • Complete a Departure Form
  • Departure Form. You must login with your Monash email account to complete the online departure form .

    On the form, please ensure that you provide a forwarding address as your mail 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.

    Important: As mail is forwarded and/or returned via Australia Post, MRS accepts no responsibility in the event letters and/or parcels do 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.


On the day of your departure

  • Clean your room thoroughly and clear all rubbish and personal belongings.
  • Ensure that all MRS standard items are present in the room. You may use the departure checklist for residents below.
  • Lock your door.
  • Check your mailbox and remove the lock, clear your bike from the bike shed (if applicable).
  • Return your parking permit to the Administration Office (if applicable). Residents will be invoiced the replacement cost (blue permit rate) for any permit not returned.
  • Return your keys to the Administration Office.

After Hours Key Return

An after-hours key return box is available as per the locations below to return your keys when the office is closed.

Please do not return parking permits via this box. Parking permits must be returned to the Administration Office during opening hours.

After-hours key return box locations: MRS

If you live at Where to return your keys
Clayton Residential VillageMRS Administration Office - 58 College Way
Clayton Urban Community Near the mailboxes in your hall
Peninsula Residential  Must be returned to security - Building C, Level 1

Please do not hand your keys to a friend or a member of the RST upon your departure. If your keys are returned to the Administration Office later than your departure date you will be invoiced for every additional night until they are returned.

Please note that the departure time is 10am on your scheduled departure date.

Charges will apply if your keys are not returned by this time.


Departure Checklist for Residents


Cleaning Requirements on Departure

In preparation of your departure from your MRS 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:

  1. 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. (For Briggs and Jackomos Residents ONLY - please refer to the Residential Tenancies Act Section 61)
  2. Your room must be left in a well maintained state, in the same manner that you indicated on your arrival room condition report.
  3. 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.
  4. 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.
  5. 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:
  1. MRS staff will inspect your room if no inspection prior to departure has been requested and complete an ‘exit condition report’. This report will be compared with your signed ‘arrival condition report’ for any discrepancy in terms of damage or cleanliness.
  2. As part of MRS’ room condition reporting process, any maintenance or cleaning that MRS is required to undertake will incur costs. If there are costs for cleaning or repairs you will receive the following:

    A photos of the affected part of the room or studio apartment

    1. A copy of your arrival condition report
    2. A copy of your exit room condition report
    3. An invoice for the costs to repair or clean the studio apartment

It is our experience that the majority of residents do leave their room in good condition. If the above advice if followed you should avoid any end of tenancy costs. If you have any questions, please email mrs.operations.uc@monash.edu (Urban Community),  mrs.operations.rv@monash.edu (Residential Village) or mrs.peninsula.admin@monash.edu (Peninsula).


Departing Short Term Accommodation

For staff and visitors, check-out time is 10am. Staff and visitors who leave after 10am will be charged for an additional night.

  • Your voicemail will be reset at 10am on your nominated departure date. All read and unread messages will be deleted and the password will be reset.
  • 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.
  • Storage facilities are not available and residents are not permitted to store their personal belongings in residential areas.
  • Residents wishing to bring in their own furniture and remove existing furniture from the room are requested to seek approval in writing from the Deputy Director Operations. Approval is only granted under special and extreme circumstances. Residents must note that in 2019 removal of furniture, if approved by the Deputy Director Operations will be at the cost of the resident and arrangement by the resident including the secure off-campus storage thereof.
  • Any furniture which was approved for removal by the Deputy Director Operations to be removed from your room during your stay must be returned to its original location prior to your departure as per Conditions of Residency Section 3.1
  • To avoid receiving an invoice for cleaning after your departure, remove all rubbish and personal belongings from the room you are vacating. Please be aware that MRS will dispose of any items left in the room and charges may apply. MRS will take no responsibility for any belongings left behind in vacated rooms or in communal areas.
  • 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.

Off-Campus Accommodation Service

If you are moving off campus next year we suggest that you visit our Off Campus Website as it contains a lot of useful information about renting in the private housing market. You may also wish to contact our staff who will be able to assist you with tenancy related matters.


Non-Residential Colleges

If you are looking to continue the social connections and engagement experience beyond your time at MRS, the Non-Residential Colleges at Clayton, Caulfield and Peninsula provide a supportive social and fun environment with peer support for all students living off campus.

For more information about membership or applying to become a College Advisor visit the Non-Residential Colleges website.


Contact Administration Office

If you have any further enquiries or you are unsure about your responsibilities prior to departure, please do not hesitate to contact your relevant Administration Office on 9902 1500 (Urban Community), 9905 6266 (Residential Village) or 9904 4338 (Peninsula).

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