Departure

Instructions for Overseeing Furniture Collections during Coronavirus Pandemic

1. Inform BEET via email the day before a furniture delivery/collection if anyone at the property is exhibiting COVID 19 symptoms.

2. Open all relevant internal doors in the house in advance of the contractor arriving.

3. For deliveries/collections of complete furniture packs it is recommended that you allocate one bathroom for use by the contractor and inform them of its location on arrival.

4. Limit the number of people in the house during a delivery/collection – where possible the principle visa holder or one adult should be the only person from your family present.

5. Wear masks and gloves while contractors are present in the property.

6. On arrival check to make sure that the contractors are wearing gloves and masks, if not request that they do so.

7. Inform the contractor that no one in the house is exhibiting COVID19 symptoms and ask them to confirm that that is the case for all the contractor’s employees present.

8. During the installation or collection of furniture stay at least 6 feet away from the contractors or in a separate room if this is possible.

9. When the contractor leaves wipe down all surfaces as required.

10. For furniture deliveries after the contractor has left disinfect all wooden furniture items by wiping down each piece of furniture.

Instructions for Overseeing Upholstery or Carpet Cleaning during Coronavirus Pandemic.

1. When arranging to have your upholstery or carpets cleaned check with the contractor to make sure that they will be wearing masks and gloves during their visit.

2. Open all relevant internal doors in the house in advance of the contractor arriving.

3. Limit the number of people in the house during the visit – where possible the principle visa holder or one adult should be the only person present.

4. Wear masks and gloves while contractors are present in the property.

5. On arrival check to make sure that the contractors are wearing gloves and masks, if not request that they do so.

6. Inform the contractor that no one in the house is exhibiting COVID19 symptoms and ask them to confirm that that is the case for all the contractor’s employees present.

7. During the visit stay at least 6 feet away from the contractors or in a separate room if this is possible.

8. When the contractor leaves wipe down all surfaces as required.

Instructions for Property Viewings Prior to Lease Termination during Coronavirus Pandemic

1. Legally your landlord has the right under the terms of your lease to show the property to prospective tenants or purchasers prior to your departure, it is not possible for you deny them entry.

2. COVID19 makes this a potentially difficult area to navigate so it is a good idea to start discussions as early as possible with your landlord to agree how this will be handled.

3. Read your lease to determine how far in advance of your departure the landlord is able to show the property and how much notice you/BEET need to provide to terminate the lease.

4. If you have signed your own lease contact the landlord to notify them of your departure date and start the discussion about the showing of the property and how this will work in practice. If you live in a property where MOD has signed the lease BEET will advise you of the protocols agreed with the landlord for visits.

5. Agree the following:

a. How much notice you will be given of a visit.

b. The maximum number of people that will be allowed in the property at a time (realtor plus two adults).

c. All persons entering the property to wear shoe coverings, gloves and masks to be provided by the landlord or realtor.

d. All internal doors, including closet doors, to be left open in advance of the visit.

e. Confirmation from all parties that they are not exhibiting symptoms of COVID19

 

MOD Leased Properties – DC and Virginia Beach

  1. As soon as you are aware of your departure contact BEET and arrange for a team member to visit your property to assess the condition of the property and the furniture pack between 120-30 days before your departure.
  2. In advance of the visit by BEET please send photos of all furniture to show the general condition, preferably as an attachment.
  3. If we decide to:
    • Keep on your property and the furniture, you will need to arrange for the upholstery to be professionally cleaned one day before your departure, obtaining 3 quotes using BDS Upholstery & Carpet Cleaning Form before proceeding with the most cost effective option for the public purse. You may claim a contribution of up to $400 towards the cost of upholstery cleaning by submitting a claim using Form 300 to CPC. You may move into a hotel on the same day as your upholstery cleaning until your departure (maximum of 1 night).
    • Terminate your lease and return your furniture to storage; you will need to arrange for the upholstery to be professionally cleaned 2 days before collection, obtaining 3 quotes using the BDS Upholstery & Carpet Cleaning Form You may claim a contribution of up to $400 towards the cost of upholstery cleaning by submitting a claim Form 300 to CPC. You may move into a hotel on the same day as your upholstery cleaning until your departure (maximum of 3 nights).
  4. If BEET determines that your furniture will be disposed of, you will not need to arrange for the upholstery to be professionally cleaned. We will schedule your furniture to be collected two working days before your departure. You may move into a hotel on the same day your furniture is collected until your departure (maximum of 2 nights).
  5. In the DC and VB areas we have a small number of Get You Out packs available for use by departing personnel. These contain a basic set of pots and pans and other kitchen equipment and crockery and cutlery based on family size. It may not be possible to meet all requests. If you would like to request a Get You Out Pack please email BEET to see if one is available. Personnel are required to collect and clean and return Get You Out packs themselves.
  6. If your lease states that the carpets have to be professionally cleaned, arrange for this to be completed on the same day as your furniture collection, in the afternoon (PM).
  7. A final walk through will be arranged with the landlord or landlord’s agent, principle visa holders are required to be present for this. It is necessary for you to be in attendance at the final walk through with the landlord to acknowledge any dilapidations and ensure that any disagreements are recorded on the move out Checklist, after taking into account fair wear and tear, and have all parties sign the checklist acknowledging the end of your occupancy of the property. Landlords have 45 days after the end of the lease to notify of any deductions from the security deposit. Any deductions are considered to be tenant neglect unless you are able to provide evidence confirming that they are unreasonable. You are encouraged to take your own internal and external photographs of the property prior to departure and keep copies of all communications with the landlord regarding maintenance issues during your occupancy to an email address that you will continue to have access to once you have left country.

Las Vegas, Edwards and Eglin

  1. Inform BEET of your departure date at least 60 days in advance.
  2. Terminate your lease with your landlord/ leasing agent (invoking the UK Military Clause if necessary). Make sure that you provide your landlord/leasing agent with the necessary number of days’ notice required by your lease. It will be necessary for you to give notice even if your lease is due to expire.
  3. Arrange a final walk through of the property with your landlord or their agent, principle visa holders are required to be present for this. Landlords have 45 days after the end of the lease to notify of any deductions from the security deposit. CPC recommends that service personnel should keep their US bank account open for a minimum of 60 days after departure for the purpose of processing security deposit returns and any outstanding claims. Any deductions to the security deposit are considered to be tenant neglect unless you are able to provide evidence confirming that they are unreasonable. You are encouraged to take your own internal and external photographs of the property prior to departure and keep copies of all communications with the landlord regarding maintenance issues during your occupancy to an email address that you will continue to have access to once you have left country.
  4. Complete departure Form 109 and mail a hard copy to BEET, at the Embassy address, with a cheque for the return of the security deposit advance made payable to “MOD Public Sub Acct 1635 9702”. If you do not know the amount of the security deposit please contact BEET for details. Additionally, please provide BEET with an email copy of the Form 109 via the [email protected] for quick processing. Please let our office know if you require electronic repayment methods and we can provide these details.
  5. Inform BEET of any damaged/missing items of furniture at least 30 days before your departure.
  6. Send photos of all furniture to show the general condition, preferably as an attachment to an email for us to determine whether your furniture will be stored or disposed of. Please indicate if any of your items are not fit for reuse. We rely on the integrity of departing service personnel to inform us on the condition of their furniture. Please be aware that individual items are tracked and if BEET are not informed of damaged items, you will be charged at a later date.
  7. Once you have confirmed a flight date, via a completed form 109, with our office we will be able to schedule a furniture collection date, 2 to 3 days prior to your departure, and provide you with hotel stay authorisation. You will receive a confirmation email once this has been scheduled. Please ensure that all your personal effects have been collected before the furniture collection date. The MOD furniture collection contractor will be in touch to confirm the items of furniture that you have.
  8. BEET authorise the number of nights in a hotel based on business need. Personnel are expected to stay in their properties until a few days prior to their departure then move into a hotel to assist with cleaning the embassy owned furniture and the property. If decided that your furniture should returned to storage you will be authorised a maximum of 3 nights in a hotel and 2 nights if your pack is to be disposed of.
  9. If your lease states that the carpets have to be professionally cleaned, arrange for this to be completed on the same day as your furniture collection, in the afternoon (PM). Or the following morning. It is possible to arrange for carpet cleaning on a Saturday if necessary. Please obtain 3 quotes using the BDS Upholstery & Carpet Cleaning Form before proceeding with the option that provides the best value for the public purse. To claim back the costs please mail a signed Form 300 to CPC at the Embassy address with the original receipts and an authorising email for audit purposes. The claim form must be completed in Excel so the embedded formulae are not lost. Please keep a copy of your receipts for your own records.
  10. Please note there is no entitlement to claim back the cost of professional cleaning of your property as this cost is covered by your disturbance allowance (JSP 752 – Annex A to Chapter 12 Section 1 – Disturbance Expenses – item a)

Private Leases

  1. Inform BEET of your departure date at least 60 days in advance.
  2. Terminate your lease with your landlord/ leasing agent (invoking the UK Military Clause if necessary). Make sure that you provide your landlord/leasing agent with the necessary number of days’ notice required by your lease. It will be necessary for you to give notice even if your lease is due to expire.
  3. Arrange a final walk through of the property with your landlord or their agent, principle visa holders are required to be present for this. Landlords have 45 days after the end of the lease to notify of any deductions from the security deposit. CPC recommends that service personnel should keep their US bank account open for a minimum of 60 days after departure for the purpose of processing security deposit returns and any outstanding claims. Any deductions are considered to be tenant neglect unless you are able to provide evidence confirming that they are unreasonable. You are encouraged to take your own internal and external photographs of the property prior to departure and keep copies of all communications with the landlord regarding maintenance issues during your occupancy to an email address that you will continue to have access to once you have left country.
  4. Complete departure Form 109 and mail a hard copy to BEET, at the Embassy address, with a cheque for the return of the security deposit advance made payable to “MOD Public Sub Acct 1635 9702”. If you do not know the amount of the security deposit please contact BEET for details. Additionally, please provide BEET with an email copy of the Form 109 via the USA helpdesk for quick processing. Please let our office know if you require electronic repayment methods and we can provide these details
  5. Inform BEET of any damaged/missing items of furniture at least 30 days before your departure.
  6. If you have MOD owned furniture send photos of all furniture to show the general condition, preferably as an attachment to an email for us to determine whether your furniture will be stored or disposed of. Please indicate if any of your items are not fit for reuse. We rely on the integrity of departing service personnel to inform us on the condition of their furniture. Please be aware that individual items are tracked and if BEET are not informed of damaged items, you will be charged at a later date.
  7. Once you have confirmed a flight date, via a completed form 109, with our office we will be able to schedule a furniture collection date, 2 to 3 days prior to your departure, and provide you with hotel stay authorisation. You will receive a confirmation email once this has been scheduled. Please ensure that all your personal effects have been collected before the furniture collection date. The MOD furniture collection contractor will be in touch to confirm the items of furniture that you have.
  8. BEET authorise the number of nights in a hotel based on business need. Personnel are expected to stay in their properties until a few days prior to their departure then move into a hotel to assist with cleaning the embassy owned furniture and the property. Your hotel stay will be authorised based on when it is possible to collect your furniture if your pack for rental furniture. You should not expect to spend more than 3 nights in a hotel.
  9. If your lease states that the carpets have to be professionally cleaned, arrange for this to be completed on the same day as your furniture collection, in the afternoon (PM), or the following morning. It is possible to arrange for carpet cleaning on a Saturday if necessary. Please obtain 3 quotes using the BDS Upholstery & Carpet Cleaning Form before proceeding with the option that provides the best value for the public purse. To claim back the costs please mail a signed Form 300 to CPC at the Embassy address with the original receipts and an authorising email for audit purposes. The claim form must be completed in Excel so the embedded formulae are not lost. Please keep a copy of your receipts for your own records.
  10. Please note there is no entitlement to claim back the cost of professional cleaning of your property as this cost is covered by your disturbance allowance (JSP 752 – Annex A to Chapter 12 Section 1 – Disturbance Expenses – item a)
Last Updated: Feb 11, 2021 @ 7:42 am

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