Moving out of a room should be the easy part, but it is where many renters lose money they should have kept. Bond disputes, surprise cleaning charges, and "we will sort it out later" promises are common, especially in shared houses where the arrangement was informal from the start.
This guide is written for Nepali students, new migrants, and anyone leaving a shared house in Melbourne. Use it in the weeks before you move out, on your last day, and afterwards, so you get your full bond back with as little stress as possible.
If you are just moving in, read the Moving-in checklist for students first. The single best thing you can do to protect your bond is to record the condition of the room properly on day one. This guide assumes you are now at the other end of that stay and getting ready to leave.
What "bond" actually is
Bond is the security deposit you paid at the start of your tenancy, usually four weeks' rent. It is not an extra payment to the owner. It is your money, held as security in case you damage the property or leave owing rent. If you leave the room clean, undamaged, and with no money owing, you are entitled to get all of it back.
In Victoria, bond for most residential tenancies is meant to be lodged with the Residential Tenancies Bond Authority (RTBA), not kept in the owner's own bank account. When you move out, the bond is only released with the agreement of both parties, or by order of the Victorian Civil and Administrative Tribunal (VCAT) if there is a dispute.
Many shared-house arrangements are informal, and the "bond" may have been paid privately to a head tenant rather than lodged with the RTBA. That does not mean you lose your rights, but it does mean you need to be more careful about receipts and written proof. If you are unsure how bond works, read Bond, rent and bills explained for new renters in Victoria.
Start early: give proper notice
The most common reason renters lose bond is leaving without giving the notice that was agreed. If you skip notice, the owner or head tenant can keep rent from your bond to cover the empty period.
Before you do anything else:
- Check how much notice you agreed to give when you moved in
- Look at any written agreement, message, or house rule about leaving
- Work out the exact date your notice period ends
- Give your notice in writing, not just verbally
- Keep a copy of the notice and the date you sent it
Even in an informal share, put your notice in a message or email so there is a clear record. A simple line like "This is my formal notice that I will be moving out on [date]" is enough, and it protects you if there is a disagreement later.
If your name is on a formal lease, the notice rules are set by law. Consumer Affairs Victoria explains how much notice a renter must give to end a tenancy.
Compare the room to your move-in photos
This is where the photos you took when you moved in do their real work. Before you clean and pack, compare the room now to how it looked on day one.
Pull up your move-in photos and check:
- Any marks, holes, or damage that were already there when you arrived
- The condition of the walls, floor, and carpet
- The state of the mattress, furniture, and fittings
- Anything you noted or reported when you first moved in
You are only responsible for damage you caused, beyond normal wear and tear. A carpet that is a bit worn from everyday use is fair wear and tear. A large stain, a burn, or a hole you made is not. Having before-and-after photos means you can prove what was already there and avoid being charged for it.
If you did not take photos when you moved in, do not panic, but be extra careful now. Any older messages, the original listing photos, or a condition report can still help show the room's starting condition.
Clean the room and shared areas
A clean room is the single biggest factor in getting your bond back without an argument. Most bond deductions in shared houses are for cleaning, not damage.
Clean thoroughly:
- Floors: vacuum carpet, mop hard floors
- Walls: wipe off marks, remove any stickers, hooks, or tape
- Windows, sills, and blinds
- Wardrobe and drawers, inside and out
- The bed frame and any provided furniture
- Light fittings, switches, and power points
- Any shared areas you used, such as the bathroom, kitchen, and fridge shelf
- Remove all your rubbish and take it to the correct bins
The standard is simple: leave the room as clean as it was when you moved in. You do not have to make it cleaner than you found it, but you should not leave it dirtier.
If the room was professionally cleaned before you moved in, or your agreement mentions end-of-tenancy cleaning, ask what standard is expected. Getting this clear in writing avoids a surprise cleaning bill taken out of your bond.
Take dated photos on your last day
Just as you did when you moved in, photograph the room on the day you leave, after you have cleaned and removed all your belongings.
Take clear, dated photos of:
- Every wall, corner, and the ceiling
- The floor or carpet, clean and empty
- The mattress and any furniture provided
- The empty and cleaned wardrobe and drawers
- Windows, blinds, and curtains
- Shared areas you were responsible for cleaning
- The room as a whole, empty and clean
These photos are your proof of the condition you left the room in. If the owner later claims the room was damaged or dirty, your dated photos are strong evidence. Send a copy to the owner or head tenant on the day you leave, with a short message, so the record is shared and time-stamped.
Consumer Affairs Victoria's guidance on condition reports explains how the state of a rental is recorded at the start and end of a tenancy.
Sort out final bills and rent
Money owing is a valid reason for the owner to hold part of your bond, so clear everything before you go.
Before you move out, settle:
- Rent up to and including your last agreed day
- Your share of any electricity, gas, water, or internet bills
- Any shared costs you agreed to, such as cleaning supplies or a shared subscription
- Anything you borrowed or need to replace
Ask for the final bill amounts in writing and pay by a method that leaves a record, such as bank transfer. Keep proof of every payment. If a bill has not arrived yet, agree in writing how your final share will be worked out and paid, so it is not used as a reason to delay your bond.
If bills were included in your rent, confirm that in a message so there is no confusion about what you do and do not owe.
Return the keys properly
Do not just leave the keys on a table and walk out. Returning keys is the formal end of your tenancy, and it should be recorded.
When you return the keys:
- Return every key, remote, and access card you were given
- Hand them back in person if you can, or agree a clear handover method
- Take a photo of the keys you are returning
- Get written confirmation that you have returned them
- Note the date and time you handed them back
If you keep a key, or the owner claims you did not return one, they may charge you for changing the locks. A quick message such as "I returned all 2 keys and the garage remote today" removes any doubt.
Ask for your bond back in writing
Once you have given notice, cleaned, returned the keys, and settled the bills, formally ask for your bond back. Do not wait and hope it appears.
In your message, include:
- The date you moved out
- Confirmation that rent and bills are paid
- Confirmation that keys have been returned
- Your request for the full bond to be refunded
- The bank account details for the refund
- A reasonable date by which you expect the refund
Keep it polite and clear. Most owners return bond without any issue once they can see the room was left in good condition and nothing is owing.
If your bond was lodged with the RTBA, the refund is processed through the RTBA Online portal, and you will need to agree to the claim. If it was held privately by a head tenant, your written request and your photos are what protect you.
What if the owner wants to keep some bond?
Sometimes the owner or head tenant proposes deducting money from your bond. You do not have to accept a deduction just because it is asked for. Ask for the details in writing.
If a deduction is proposed:
- Ask exactly what the charge is for and how the amount was calculated
- Ask for evidence, such as a photo or a quote for cleaning or repairs
- Compare it against your own move-out photos
- Remember you are not responsible for fair wear and tear
- Do not agree to a vague or unexplained amount
If you genuinely caused damage, it is fair to cover the reasonable cost of fixing it. But you should never be charged for damage that was there before you arrived, for normal wear and tear, or for an amount with no explanation.
If you cannot agree: your options
If you and the owner cannot agree on the bond, you have options, and the informal nature of a share house does not remove your rights.
- Keep every message, receipt, and photo in one place
- Put your position clearly in writing and ask for a response by a set date
- For RTBA-lodged bonds, a claim goes through the RTBA, and disputes can be decided by VCAT
- For privately held bonds, you can still seek help and, if needed, apply to VCAT to recover money owed to you
The Victorian Civil and Administrative Tribunal handles renting disputes, including bond claims. For free advice about your situation, Tenants Victoria offers information and support for renters through their advice service.
Keep your communication calm and factual. Most disputes are resolved once one side produces clear photos, receipts, and a written record. That is exactly why the earlier steps in this checklist matter so much.
Quick moving-out checklist
Use this list in the weeks before you leave and on your last day:
- I checked how much notice I had to give
- I gave my notice in writing and kept a copy
- I compared the room to my move-in photos
- I cleaned the room and all shared areas I used
- I removed all my belongings and rubbish
- I took dated photos of the empty, clean room
- I sent the move-out photos to the owner and kept a copy
- I paid rent up to my last day
- I paid my share of all final bills and kept the receipts
- I returned every key and got written confirmation
- I asked for my full bond back in writing, with my bank details
- I saved every message, receipt, and photo in one place
If you can tick all of these, you have done everything needed to get your bond back.
How HamroRooms can help
HamroRooms helps Nepali students and newcomers in Melbourne find shared accommodation more clearly, with listings that show room details, bills information, and availability before you reach out.
When it is time to move on, HamroRooms makes it easier to:
- Find your next room by suburb before your notice period ends
- See which rooms include bills, parking, or internet upfront
- Contact room owners directly and line up your next place
- Compare rent and availability so you are not rushed into a bad choice
Lining up your next room early means you can give proper notice, leave your current room in good condition, and get your bond back without feeling pressured.
Final advice
Getting your bond back is not about luck. It is about giving proper notice, leaving the room clean, proving its condition with photos, clearing what you owe, and asking for your money back in writing.
The renters who lose bond are usually the ones who left in a rush, kept no record, and trusted a verbal promise. The renters who keep their bond are the ones who planned ahead and wrote things down. Follow this checklist, keep your proof, and stay calm, and there is no reason your bond should not come back to you in full.