SOP Move In,Out
General Guidelines:
1. VBOWA Association office maintains the data of all the residents (owners, tenants). Every resident shifting in and out VGN Brixton has to follow the process of “Move-In” and “Move-Out” documented here. Data of all residents are maintained by VBOWA as a statutory requirement.
2. The Move In/Out process is handled from the Association office.
3. Move-In/Out is allowed for all days except (Tuesdays and Holidays in which Association office and Finance is closed).
4. The time for move In/out is between 9.30 AM to 5.30 PM only.
Step 1 : Initiate Move-In
- Visit Association office Located near Club House.
- The Association office Staff would guide you with the necessary process and provide the forms.
- Fill in the “Move IN Enrolment Form ” & Police Tenant Verification Form.See Download Link.
- In case of a Tenant Moving in, the owner should email (from registered email id ) to Association office and introduce the tenant.
- It is the responsibility of the owner to validate/verify the tenant and then confirm to the Association.
- The Owner needs to sign the undertaking in “Move IN Enrolment Form” without fail once at the when he/she puts flat on rent.
Step 2 : Pay Move-In changes
- Pay the move in charge (Rs 1000/-). All payments are to be made by cheque in favor of “VGN BRIXTON OWNERS WELFARE ASSOCIATION” or by using Credit/Debit Card.
- This charge is irrespective of the amount of luggage the resident is moving in with or the floor the resident stays.
Step 3 : Obtain Move-In NOC from Association Office:
- Provide the filled in forms and submit – Copy of Ownership/Rental agreement.
- Obtain the NOC for Move-In. Please display a copy of the NOC for Movers & Packers entry to the Security.
- The NOC can be used for 7 days from the date of Move-In in lieu of ID Cards and Parking sticker.
Step 4 : Obtain VGN BRIXTON ID Cards
- VBOWA issues ID card for every resident. Please Refer to the SOP for ID Cards link.
- Before the ID cards are handed over to the resident, the resident has to sign the Move IN Enrolment Form and accept to abide by the rules and regulations set by VBOWA.
Step 5: Obtain VGN BRIXTON Parking Stickers
- VBOWA issues parking stickers for resident’s vehicles. Please Refer to the SOP for Vehicle Stickers link.
Step 6 : Move in “Want to be Condition”
- On completion of the Move-In process the resident must have
- VGN Brixton ID card for all members staying
- VGN Brixton stickers on all vehicles
- Awareness of the rules and regulations of the Society
Step 1 : Initiate Move-OUT
- Fill in the NOC Vacation Form and inform Association office about the intended Move-Out. This can be done over email by filling and signing and send email to Association manager (vbowaoffice@gmail.com).
- In case of a Tenant Moving out, the owner should be informed by the tenant in the over email.
- Intimation should be preferably provided at least one week and not less than 2 days before the move-out date.
- It is the responsibility of the owner to make sure that the tenant completes the Move-Out process.
Step 2 : Pay Move-Out changes
- Pay the move Out charge (Rs 1000/-). All payments are to be made by cheque in favor of “VGN Brixton owners welfare association” or by using Credit/Debit Card.
- This charge is irrespective of the amount of luggage the resident is moving out with or the floor the resident currently stays.
Step 3 : Return VGN BRIXTON ID Cards and Vehicle Sticker
- Return all VGN Brixton ID cards and all vehicle Stickers at Association office.
Step 4 : Obtain Move-Out NOC from Association Office
- Please obtain the NOC for Move-Out (Single NOC) which includes clearances from the following :
- Admin NOC ( return ID cards and sticker)
- Finance NOC (All outstanding payments e.g. maintenance, charges, penalties etc. should be cleared)
- The NOC can be used by the resident for 5 days in lieu of the ID cards and stickers.
- Owners must ensure that the tenants have completed the move out process and has handed over the ID cards and Vehicle stickers.
- If this process is not followed the next tenant move in to the apartment will be delayed and the owner would need to take responsibility of the dues and changes pending for the flat.
FAQ:
Why is there a Move In/Out fee charged by the association?
VBOWA charges Rs 1000/- for any Move In/Out each. This fee is collected to fund the overhead caused by Move In/Outs in the society, This fee is applicable to all residents (Owners and Tenants). This fee has to be paid at the Association office by cheque or Credit/Debit card.
Q. This amount is very high? Why are you asking for so much money?
A.The move in and move out exerts extra work on Security, administration and Housekeeping staff. Also there is extra usage of water, lifts and common area. Apart from all this, there is a wear and tear that happens when house movement takes place. The amount was arrived at after reviewing the damages to the common area. For one year, the move in and move out damages to the VGN Brixton were accessed in Lacs, After considering all this factors, the move in and move out charges were arrived at by the Executive committee of the VGN Brixton owners Welfare association.
Q. I won’t cause any damage or use any lift? Do I have the option of not paying?
A. The first floor of many blocks have been damaged by slow wear and tear caused by movement of household stuff. VBOWA doesn’t have any reasonable way of assessing the minor damages or wear and tear caused due to this.
Q. Since I have paid Move in Move out charge, can I be careless and cause damage?
A. This charge is collected for unintentional minor wear and tear. This covers basic wear and tear and staff usage. Any other damages caused, intentional or unintentional will be charged separately. This charge is not a license to cause damage in VGN Brixton.
Q. Why can’t VBOWA staff not answer my queries on this charge?
A. VBOWA staff executes the policies made by Executive and management committee. They are not in loop of the reasons these policies and procedures have been defined. So please don’t argue with VBOWA admin staff as they are doing their job.
Q. I think the charge needs to be raised/lowered? What can I do?
A. You can ask the owner of the flat to suggest this change during the AGM. You can also raise this query during resident meeting held by VBOWA.
Does VBOWA provide any help in Move In/Out?
The Association staff helps in the process to get the ID cards, stickers and in the process. No, help is provided to move the luggage.
The resident has to make self-arrangements for the same.
I have a tenant moving out and another moving in. Do they both have to pay both Move Out / In charges?
Yes. VBOWA considers these incidents separate. The current resident of your flat has to follow the Move Out process and move out.
The new resident has to follow the Move In process. These two cannot be seen as an integrated step.
I am doing an internal movement. Moving from one block to another? Do they both have to pay ove Out / In charges?
No. VBOWA considers this as one step. The fee for this is Rs 1000/- in total plus the cost of re-issuing new ID cards mentioning the new apartment numbers.
For renewing ID cards please refer to SOP for ID Cards and Vehicle Stickers.
I have no luggage to shift. Do I still have to pay Move Out / In charges?
Yes. As mentioned earlier, this fee charged by VBOWA has not relation to the amount of luggage a residents shifts.
Q: I don’t need lifts. Can I take my stuff from basement and not pay?
A. As explained in detail above, the charge needs to be paid irrespective of how much household stuff you have. Also shifting will not be allowed from basement.
My tenant has left without the Move Out process. What should be done?
The Owner is liable for the same. The Owner has the responsibility to make sure the tenant completes the Move-Out process hands over the ID cards and stickers.
In such a case all the costs (move out charges, stickers, finance dues etc.) should be borne by the Owner.
Please note – VBOWA doesn’t have any security deposit from the tenant and it is not possible for VBOWA force a desired Move-Out, where as the Owner holds a security deposit of the tenant and can help the society by making sure the tenant follows the process and does a formal Move-Out.
Four of us share a flat - One of us is leaving VGN BRIXTON and another frined is shifting in. Do we still have to follow the process?
Yes. The complete process has to be followed and the owner must be informed in any such changes. Both move out of the first resident and move in of the other has to completed. Unless the name of the new resident is added in the rental agreement , VBOWA will not issue ID cards.