Student Residence Agreement Cancellation Request

The Accommodation Cancellation Request Form is at the bottom of this page.

Accommodation Cancellation request
In order to apply for a release from your student residence agreement, you are required to complete an Accommodation Contract Cancellation Request Form. This is a precondition for consideration of early termination/cancellation of your student residence agreement. Please note that your student residence agreement is distinct from your academic contract – see https://www.reading.ac.uk/essentials/The-Important-Stuff/Values-and-Behaviours/Student-contract for further details.

Sometimes a room doesn't feel suitable, so please consider changing your room before cancelling your student residence agreement. Please contact UPP to discuss this option first: https://www.reading.ac.uk/uor-forms/accommodation/room-move-request.

Prior to submitting the Accommodation Contract Cancellation Request Form, please read below as it will provide guidance on how to apply and the time required for the University Accommodation Contract Management Office (ACMO) to consider your application. Please upload supporting documentation with your Accommodation Contract Cancellation Request Form. Where this is not possible please email the supporting documentation to accommodationonline@reading.ac.uk.

Things to consider

Please be aware that completing and submitting a Accommodation Contract Cancellation Request Form does not mean your student residence agreement will be terminated with immediate effect.

Make sure you read the information on this page before completing the Accommodation Contract Cancellation Request Form and that you are aware of the terms and conditions of your student residence agreement (PDF).

You are liable for all Licence Fees (rent) payment whilst you are under contract. If the University releases you from your student residence agreement, you may yet incur certain charges – see the tables below in “Accommodation Cancellation Request Form Guidance” for further details.

Please note that we will only process your application once we have received your completed Accommodation Contract Cancellation Request Form and all your supporting documentation.

Upon termination of your student residence agreement, you must empty your room of all belongings and return all keys/access cards (excluding your Student ID card). If you leave outside of office hours please ensure that you put your keys/access cards in a signed and dated envelope so that we can confirm the date you departed.

Accommodation Cancellation Request Form Guidance

1. Refer to your student residence agreement prior to submitting your request.

2. Fill out the Accommodation Contract Cancellation Request Form at the bottom of this page.

3. Upload supporting documentation to the form. The tables below list the documents required and the charges (or likely charges) payable. Note we may in some instances retain charges due from you from your Security Deposit. Please also note that your application will not be considered until we have received all your supporting documentation. If you wish to provide us with supporting documentation after the Accommodation Contract Cancellation Request Form has been submitted please email accommodationonline@reading.ac.uk.

Cancellation prior to the start of your Period of Residence

Your ‘Period of Residence’ is the term of weeks referred to in your offer of accommodation as issued by the University.

Reason for Cancellation	Required Information	Charge
You are not able to register with the University, you defer your registration with the University or you withdraw from the University and terminate your registration	Email from Admissions / Withdrawal confirmation	No charge
You are not leaving the University but wish to cancel your student residence agreement and have secured a replacement student	Please provide the replacement students details and ensure they meet the replacement student requirements*	You are liable to pay the Licence Fee until the replacement student’s own period of residence commences.
The University has provided you with an option to terminate in accordance Clause 2.3.4 of the student residence agreement (University change of Hall)	None – the University has access to all relevant correspondence	No charge
Other	If you consider there to be another reason for you to cancel your student residence agreement, please set out all relevant information in the form below. We will then assess and be in touch to discuss your options. It may be that we require further information from you depending on the circumstances. If you have accepted a full year Study Abroad / Placement, you may cancel before 31st July. You will be required to provide evidence of this from Study Abroad / your Placement Coordinator.	Charges to be confirmed by the University once we have assessed your request

For the avoidance of doubt if none of the cancellation grounds above apply then you are bound to your student residence agreement for the remainder of your Period of Residence.

Cancellation after the start of your Period of Residence

Your ‘Period of Residence’ is the term of weeks referred to in your offer of accommodation as issued by the University.

Reason for Cancellation	Required Information	Charge
You are leaving the University - withdrawal, suspension or deferral	Please provide a letter of Withdrawal / Suspension / Deferral from the Student Support Co-ordinator.	If you are released from your student residence agreement, you will be liable for 4 weeks' Licence Fee (unless you secure a suitable replacement student* and they take occupation within this 4 week period – in which case you will pay the Licence Fee up until their period of residence commences).
You are not leaving the University but wish to cancel your student residence agreement early and you have secured a replacement student	Please provide the replacement students details and ensure they meet the replacement student requirements*.	You are liable to pay the Licence Fee until the replacement student’s own period of residence commences
You wish to cancel with immediate effect further to Clause 3.4.3 of the student resident agreement (relocation to alternative accommodation)	None – the University has access to all relevant correspondence	No charge
Other	If you consider there to be another reason for you to cancel your student residence agreement, please set out all relevant information in the Accommodation Contract Cancellation Request Form. We will then assess and be in touch to discuss your options. It may be that we require further information from you depending on the circumstances.	Charges to be confirmed by the University once we have assessed your request.

For the avoidance of doubt if none of the cancellation grounds above apply then you are bound to your student residence agreement for the remainder of your Period of Residence.

*Replacement Student Requirements. A suitable replacement student must not have a disciplinary record with the University of Reading, they should not have an accommodation contract of their own, will need to be a current University of Reading student and they must not have any accommodation debt.

4. Once we have all the information required, you will be contacted as soon as is reasonably practicable in the circumstances and in any event within 15 working days with confirmation of our decision. Please note that we may invite you for a meeting to discuss your Accommodation Contract Cancellation Request Form.

5. We encourage students to discuss any accommodation concerns with the Accommodation Office prior to submitting the Accommodation Contract Cancellation Request Form.

If you have any queries regarding the release process, please contact us at accommodationonline@reading.ac.uk

* Indicates required information

First name:* Last name:* Student ID Number (eight digits)* Email address:* Contact number:* Academic Year* Student Type Academic School* Hall* Room number* Actual leaving date (you may still have rent liability after this date)* Reason for requesting cancellation* Please use this box to give any additional information relating to your request. If you have found someone to take over your contract place provide details (Student ID, name, proposed takeover date) here for suitable replacement checks. Please upload Supporting Documentation I have read my student residence agreement prior to submitting my request.* I have read the Accommodation Contract Cancellation Request Form Guidance prior to submitting my form* I will send through any further supporting documentation to accommodationonline@reading.ac.uk. I am aware that there will be a delay to the 15 working days to process my application if I am asked to provide additional documentation.* I have read and understood my contract may not be terminated and that I may be liable for further charges, including £50 administration fee*