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Dear Madbury Properties Resident,
Thank you for another great year! We will be delivering important Move-Out Packets to every unit's front door today. Please keep an eye out for this bag, which will be placed on your front door handle if you are not home at the time of delivery.
The packet contains very important move-out information/ procedures as well as envelopes to place your keys into and return to our office no later than 5:00PM on May 18, 2026.
Please review the Move Out Checklist on our website, complete the Security Deposit Return Form electronically by May 18, 2026, and read through the information and instructions below regarding how to properly execute the move-out process.
Rent & Lease End Dates
All leases end on May 18th, 2026. Residents and their belongings need to be out of the units and keys turned in no later than 5:00 PM on this day.
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The Lease Term begins on the Starting Date and terminates on the Ending Date. Rent installments will not be prorated based on the Starting and Ending Dates of the Lease Term. The rent payment option of equal monthly installments is offered for your convenience only and does not explicitly relate to the Lease Term.
- If the majority of your unit has chosen to extend their leases (e.g., 3 out of 4 or 3 out of 5) and remain in your current apartment for the 2026-2027 lease term, those who have renewed will not be required to move out between lease terms.
- Any single residents renewing in the same unit without the majority of roommates also renewing are required to vacate in between lease periods. Residents switching apartments within Madbury Commons are also required to vacate in between lease periods for the unit to be cleaned and prepared.
- We are NOT able to offer any storage options. No exceptions can be made to this policy.
Keys
All issued keys must be returned to our office at Madbury Commons no later than 5pm on May 18th, 2026. Keys will not be accepted after this time and fees will be added to the resident’s account for their replacement.
PRIOR TO MAY 18th:
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An envelope for each resident with your name, apartment number, and bedroom letter will be included in the move-out packet which will be delivered and placed on the inside of the front door of each unit. Please put ALL keys provided to you when you moved into your apartment inside your envelope and return them along with your Security Deposit Forwarding Form to our Madbury Properties Leasing Office.
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If you are moving out outside normal business hours, please drop off your keys in the Madbury Properties Drop Box located outside to the right of the front door of our Leasing Office
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If applicable, one resident can place the mailbox key in their envelope and make note of the key enclosed in the envelope.
MAY 18th MOVE OUT:
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On May 18th, keys can be dropped off inside our Madbury Properties Leasing Office or can be dropped off in the labeled key drop off bins that will be available in the Courtyard of Madbury Commons. Please bring ALL keys inside the given envelope along with a completed Security Deposit Forwarding Form.
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Keys will NOT be accepted past the lease expiration date of May 18th and fees will be assessed for replacement.
- Residents who moved out early and who will NOT be returning to Durham are welcome to mail their labeled keys in a padded envelope to our office address (must be postmarked by May 18th):
MADBURY PROPERTIES LEASING OFFICE
17 MADBURY ROAD
SUITE 120
DURHAM, NH 03824
Madbury Commons:
1 Front Door Key Fob Card per resident
1 Bedroom Door Key per resident
1 Mailbox Key per unit
Rosemary Lane:
1 Front Door Key per resident
1 Bedroom Door Key per resident
Davis Court:
1 Front Door Key per resident
Dennison Road:
1 Front Door Key per resident
1 Stairwell Key per resident (excluding townhouse units)
1 Mailbox Key per unit
Note: Keys may vary by unit. You are responsible for the keys you signed out at Move-In.
Inspections
Once ALL residents and belongings are vacated, each unit will be inspected by a member of our Madbury Properties staff.
- Units will be assessed to determine maintenance and cleaning needs, in order to prepare the room for incoming residents.
- Staff will determine what, if any, charges will be applied to resident accounts.
- No individual inspection will be completed prior to all residents vacating the unit.
Security Deposits
Remaining deposits will be returned to residents via mail within 30 days of the lease expiration date which is May 18th, 2026.
- Security Deposits may NOT be used for May rent. A final statement will be delivered to each resident stating the ending balance on the account and include an itemized list of any applicable outstanding charges or deductions from Security Deposit (if applicable).
- A standard list of charges for repair or replacement of items that will be used in calculating security deposit refunds is attached for your reference.
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Each resident must complete a Security Deposit Forwarding Form (attached to this letter) and return it with your keys upon move-out.
“Excepting only ordinary wear and tear from normal usage, you will be jointly and severally liable for all damages to the Apartment. In addition, you are responsible to us for any damages of any nature that result from your usage or the usage by your guests of any of the Community amenities and any of the systems or components located in the Community. If the party responsible for damages is identified, we may determine, in our sole discretion, to release you and other potentially responsible parties. We are not required to individually charge for damage in bedrooms or if responsible party is identified. Your obligations to pay the charges described in this paragraph will continue after the ending of this Lease.”
Mail Forwarding
Contact the local Post Office to ensure your mail is forwarded to your new home address by the lease expiration date. You can also visit www.usps.com to submit an online request to have your mail forwarded for a nominal fee.
- We will not be liable or responsible for any mail or packages that may be delivered to your unit after lease expiration date. Any mail items received for past residents are returned to the sender.
Utilities
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Eversource: If you are a resident at Davis Court, 5 Dennison Road, or Rosemary Lane, it is your responsibility to call Eversource and take the account out of your name, as of May 18th, 2026 (the last day of your lease). Eversource Customer Service can be reached at (800) 662-7764.
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WIFI: If you are a resident at Davis Court or 5 Dennison Road, it is your responsibility to cancel your WiFi account and return your equipment. Please contact your internet service provider directly to close or transfer your account.
Cleaning
Residents are required to return their unit in the same, clean condition it was received. Any further cleaning, repairs, and replacements will incur additional deductions from your security deposit. A cleaning guide is included for your reference. In order to avoid additional charges against your security deposit, residents should clean according to the instructions provided.
Moving Boxes:
Madbury Properties will be providing rolling moving boxes and dollies during move-out. Please return boxes to lobby area when finished so other residents can easily access and use to move-out their belongings.
Trash
- Dumpsters: Additional dumpsters will be placed at Davis Court and Dennison Road a few weeks prior to move-out. At MadCom, dumpsters will be located in the courtyard and all trash rooms will be closed during this time. Please break down bulky items and place all trash as neatly as possible in the designated dumpsters.
- Any trash not placed in a designated dumpster will be identified using our security cameras and will result in a $100 lease violation fine.
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Planet Aid: Any sheets, blankets, clothes, or shoes can be placed in trash bags and put in the yellow Planet Aid dumpsters located in parking lot at Davis Court and Dennison Road. Please do not put regular trash in this dumpster.
Graduation Weekend May 16th and 17th:
Madbury Properties staff will be present on Saturday and Sunday from 10:00AM to 4:00PM in order to assist and reinforce proper move-out procedures, as outlined below:
- Staff will be present in the Madbury Properties Leasing Office where residents can return keys and drop of Security Deposit Forwarding Forms.
- Once residents are ready to depart (i.e. all belongings are packed), they can use a moving bin to assist in the process. Residents will move their belongings down to the curb, where Madbury Properties Staff will direct them to a pick-up location.
- Once all belongings are out of the room, the resident may call his or her ride to bring the vehicle into Madbury Commons for loading and departure. MPM staff will be there to assist, direct, and answer questions throughout the process.
- To maintain order, cars will not be allowed to park in front of Madbury Commons. Only cars picking-up belongings that are packed and staged on the sidewalk will be allowed to use the driveway for pick-up.
Our experience has proven that following these steps will minimize the hassle of moving out for everyone, your cooperation is appreciated! Contact our office at (603) 452-7030 or e-mail staff@madburyproperties.com with questions regarding the move-out process.
Sincerely,
Madbury Property Management
Attachments:
1. Cleaning Guide
2. Standard Cleaning and Repair Charge List
3. Security Deposit Forwarding Form
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