Move-out | Faculty & Postdocs

Move-outs involving moving companies, furniture, or large items must be scheduled during business hours: Monday–Friday, 8:00 AM–4:00 PM (excluding holidays).

If residents need to move out outside of regular business hours and will be moving furniture or other large items, they may apply for an after-hours move at least 72 hours in advance. Please note that move-outs and key returns outside of business hours, if approved, will incur a $250 flat-rate fee for a two-hour moving window. For more information about scheduling a move outside of business hours, residents should contact [email protected].   

Moving Company Documentation

If using a moving company, residents must submit a Certificate of Liability Insurance (COI) to Columbia Residential at least 48 hours before the move.

File a Forwarding Address

• Submit a forwarding address with the United States Postal Service to ensure mail delivery.
• Update subscriptions and delivery addresses for any anticipated mail.

 Disconnect Utilities (If Applicable)

• Terminate cable/internet services with Spectrum or Verizon.
• Cancel gas and electric services with Con Edison as of your move out date. 

• Final Month's Rent: Rent is prorated in the final month of the agreement as long as the required 60 days' notice is provided.
• Monthly Bills: The Real Estate Billing office in the Office of the VP, Finance and Treasurer, always issues bills for the full month’s rent, regardless of a move-out date. Residents should contact [email protected] to confirm the exact rent due, especially if partial billing is expected
• ACH Portal: Residents using the university ACH payment portal must disconnect auto-debit before their scheduled vacancy date to avoid being charged after moving out.

Once a move-out notification is submitted, it is considered final and cannot be adjusted by the resident. Any requests for changes must be submitted by email to [email protected].

Keys must not be left inside the apartment. Failure to return keys properly may result in additional charges for lock or cylinder replacement, if applicable.

In-Person Key Return

• Keys must be returned directly to the building superintendent during business hours: Monday–Friday, 8:00 AM–4:00 PM (excluding holidays).

Express Move-Out Box

Faculty and postdoc residents moving out outside of regular business hours may return their keys using the Express Move-Out Box, located in the lobby of 419 West 119th Street, next to the Columbia Residential Leasing Office.

Instructions for Express Key Return:

• Locate the Express Move-Out envelope provided near the box.
• Complete the top portion of the envelope with your information.
• Remove all keys from the key ring and seal them inside the envelope. Use multiple envelopes if needed.
• For your records, you may take a photo of the completed envelope before submitting.
• Deposit the sealed envelope into the Express Move-Out Box.

Residents must log in to the Housing Portal and complete the Final Checkout.

• The Final Checkout tab will be grayed out until a resident's move-out date. If it remains unavailable, residents should email [email protected] for assistance.
• Important Note: Residents will continue to be billed until all these steps are completed. For questions or assistance, please contact Columbia Residential.

Financial reconciliation occurs 2 weeks after move-out is confirmed by the Superintendent.  

• Residents will receive a confirmation email verifying vacancy status and any applicable charges.
• Faculty and postdoc residents who paid a security deposit will receive a refund in accordance with the terms outlined in their housing agreement. Refunds are mailed to the forwarding address provided in the resident’s move-out notice. 

Resident Verification Letter

Residents can download a Verification Letter from the Housing Portal on the Tenant Profile tab. 

To access:

• Log in to the Housing Portal
• Navigate to Tenant Profile
• Select Verification Letter to download the PDF

This document includes:

• Name of the tenant of record
• Address
• Agreement start & end dates
• Monthly rent

Proof of Payment

Proof of payment cannot be provided since Columbia Residential does not oversee payments. Residents needing proof of payment may:

• Contact the Office of the Controller at [email protected] for further assistance

Columbia Residential is committed to providing housing to eligible affiliates in a fair and organized manner. To support the efficient management of housing assignments and transitions, all residents are required to vacate their units by their designated move-out dates.  

Residents who fail to vacate by their required move-out date, do not sign a housing agreement renewal or overstay their housing agreement will be considered holdovers and will be subject to additional fees as per the terms of their housing agreement. Additionally, the University may commence legal proceedings if a resident remains in housing beyond their required move-out date.