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Rental Review Checklist

We recommend that anyone comparing multiple housing options complete this checklist for each credible property. It helps you document the condition of each rental space and makes it easier to compare units as you make your decision.

Inspection Checklist

If you’ve selected a rental property, this checklist allows you to document its condition before move‑in. Completing this form helps ensure that you and your landlord share a clear understanding of the unit’s condition. It also serves as an important reference at the end of your lease to help prevent security deposit deductions for issues that existed prior to your tenancy.

Note: Tools and insights are provided for general informational purposes only and should not be interpreted as legal advice. Before signing any contract or lease, it is strongly recommended that you consult with a qualified legal professional.

Step by Step

It is recommended that you begin your search three to four months in advance. Follow the nine steps below to guide yourself through the consuming process of renting and moving. 

• 1. Ask Yourself...

  If you are considering renting off-campus, begin at least three months in advance to ensure ample time to find the right place for you.

  Ask yourself the following questions before you begin your search:

  • How much can I afford per month for rent?
  • What is in my budget (loans, job earnings, parental support)?
  • Do I want a roommate(s)?
  • How far am I willing to commute?
  • What type of transportation will I require?
  • What type of neighborhood would I like?
• 2. Shop the Market

  Ask yourself the following questions while looking through rental options:

  • Is the rental furnished or unfurnished?
  • Are utilities included or excluded?
  • How will I commute? (car, bus, train)
  • What is the parking situation (if applicable)?
  • Who will be responsible for damages? Repairs? Landscaping?
    
    Click HERE to view legal rental options.
• 3. Visit and Compare Properties

  Complete a Rental Review Checklist as you conduct a full inspection of the property. Once completed for each rental under consideration, determine which option is best for you.

• 4. Find/Meet Roommate(s) and Establish Terms

  Our website offers a free roommate listing service to Stony Brook University community members. Visit the off-campus housing listings page to connect with peers.

• 5. Review and Sign the Lease
  • See Lease 101 to fully understand what a lease should include.
    • Only sign the lease once both parties, prospective tenant and prospective landlord, understand and have agreed to its terms.
    • Do not be afraid to ask questions or propose changes.
    • Keep a copy of the lease for your records.
• 6. Transfer Accounts to Your Name
  These accounts include but are not limited to:

  • Electric, PSEG: 1 (631) 755-6000
  • Gas, National Grid: 1 (800) 930-5003
  • Trash Service
  • Water Service
  • Internet Service
  • Official address (NY State DMV and US Post Office)
• 7. Document Conditions

  Fill out the Inspection Checklist to document rental conditions to avoid charges for pre-existing wear and tear.

• 8. Move In!
  • Will you use moving services? Will you rent a UHaul?
  • Do you need to purchase furniture? Will you need to schedule deliveries? Once you have been safely moved into your rental, check back to this site to review your rights as a tenant and the safety precautions that we have listed.

Leases 101

A lease is a binding contract between tenant and landlord that lists the obligations of both parties. The lease should be a written document, signed by both the landlord and the tenant. Oral agreements tend to result in misunderstandings and disagreements about their terms. Be sure to read all of the terms of the lease before signing.

Click HERE for a printable version of the following content.

• What should be included?
  • Names and Addresses
     This information should be included for both the landlord and the tenant (s).
  • Term

     How long the lease lasts, the beginning and end date of the lease. The lease should also explain the consequences of a tenant who leaves before the end date of the lease.

    Types of Terms:

    • Fixed Term: Ends on a specific date unless renewed before the termination date.
    • Self-extending: Renews itself until either party decides to cancel it.
    • Month-to-Month Tenancy (Tenancy at Will): Agreement for a one-month period that automatically renews until terminated by one party.
  • Renewal

     Some leases automatically renew, while others may only renew if certain steps are taken. Be sure to read the lease carefully to determine if and how your lease may be renewed. If the lease may be renewed, it should specify how to request a renewal.

  • Utilities
     If you are required to pay for utilities (water, electricity, cable, telephone) it should be indicated in the lease along with the estimated cost and how the cost will be calculated each month.
  • Security Deposit
     If you are required to provide a security deposit, it should be clear how much that will be, and the terms for returning it at the close of your lease (you should not be charged for normal "wear and tear").

    A Security Deposit is a sum of money (usually equal to one month's rent) paid by a tenant at the beginning of the lease term. It is separate from rent and is meant to protect the landlord in the event of unpaid rent or damage to the premises at the end of the lease term.

    Tips:

    • Take pictures when you move in or out to avoid any issues.
    • If there are significant repairs that need to be made or appliances that do not work, make a list and have the landlord sign the list to ensure there is no dispute when you move out.
  • Compliance with Governmental Health and Safety Codes
    The landlord must ensure that the home is in compliance (and stays  in compliance) with all health and safety codes. They should also have a permit from the town to prove that the rental is legal and has been inspected. Please note that all rentals listed on our cite are permited.
  • Maintenance and Repairs
     Be sure that the lease describes who is responsible for maintenance (such as mowing the lawn, snow removal...), and repairs (unless required due to the tenant's actions). Maintenance is usually the landlord's responsibility. 
  • Notice
     This will explain how the parties must notify each other (e.g., via certifies mail) if formal notice is not required. It may also set forth how the landlord should notify you if they must enter the premises for inspections or repairs. Landlords should usually provide 24 hours notice before entering unless there is an emergency.
  • Guests and Subletting

    Guests:

    Be sure that you and your potential landlord discuss the terms of extended guests. After all, you are signing a contract for one person, not numerous guests that you may wish to have stay with you.

    Subletting:

    If the landlord allows sublets (lease by a tenant to another person), it should be indicated in the lease. A sublet may require prior approval by the landlord. As part of that approval, the landlord may require information about the person you are subleasing to and may also require a security deposit from the sub-tenant. Please note that most of our local townships deem "rooms for rent" illegal.

  • Rent
    The amount of rent, when it is due, if there is a grace period, penalties of late rent and whether (and under what circumstances) it can be increased during the term of the lease. If you have roommates consider including language in the lease that each individual roommate is responsible for their share. That way, if there is a penalty for late payment, only the late payer will be responsible for the penalty.
  • Description of the Property
     There may be other buildings, rooms, parking spaces and/or common areas that you may or may not have access to. A description of the area/property you are renting will avoid confusion and misunderstandings about such spaces. Furthermore, any furnishings that come with the rental should be listed, along with condition upon the start of the lease.
  • Pets
     The lease should state wether pets are allowed. If pets are allowed, the landlord may require additional security deposit to cover any damage the pet may cause.

   

   

Roommates

Our office provides a platform for your roommate search. This platform connect members of the Stony Brook University community who are in the search for off-campus roommates. Submit a listing and then search through the profiles of others. *The Office of Commuter Students and Off-Campus Living does not match roommates. It is up to you to contact those who seem to have similar preferences with the contacts provided.* Having challenges with your current roommates? Contact the Ombuds Office for helpful tips on conflict resolution! 

Consider asking a prospective roommate the following questions to ensure that you find the right match for your personality and lifestyle. Click HERE for a printable version of this question list.

• Do you have references?
  •  You would never take a job applicant's word for how great they are, nor should you with a potential roommate.
  • Ask for a testament from a former roommate or personal references like friends and work colleagues (two or three should be plenty).
  • Ask for their reference's phone numbers and emails-people tend to be more candid on the phone, but emailing is a good backup if your calls go unanswered.
• What challenges have you faced in past living situations?
   Bug or rodent infestations, bad landlords, repairs, and so on: how they handled these challenges will provide you with insight on whether you are dealing with someone who can get things done.
• Are you still friends with your old roommates?

  If your potential roommate tells disaster story after disaster story, pay heed to the red flag.

  If the person is somewhat hesitant to discuss their past roommate situation you may consider this as yet another red flag.

• How long do you plan to stay?
  If you are looking for a long-term, secure situation, you will want to weed out those looking to rent for only a short period of time.
• How long is your average school/work day?
   You may want to know if your potential roommate has a similar schedule or a schedule that leaves the two of you in the space at opposite times. Both situations present pros and cons. For example: Similar schedules allows for carpooling to campus, while opposite schedules ensure that the bathroom will be open for use when needed.
• What time do you usually go to bed?
   Try to find out as much as you can about this person's late-night habits and how they can affect yours.
• Do you have any pets?
  Each landlord has a different policy on pets. Make sure you know if your potential roommate plans to bring a pet with them.
• Do you expect a lot of visitors?

  If guests plan to stay in your shared apartment, you will want to establish rules as to how long they can stay (maybe no more than a weekend or a couple of days).

  If they seem to have a packed schedule of out-of-town guests already, you may want to steer clear.

• Do you smoke and how often do you drink at home?

  Smoking:

  • Living with a smoker is a deal-breaker for some, and an essential question to ask if your lease forbids smoking indoors.
  • If they say they are occasional smokers, ask how occassionally.

  Drinking:

  • You will want to make sure that your roommate is on the same page.
  • If you typically avoid alcohol but your roommate wouldn't mind a Tuesday hangover, you may not mesh.
• What is you romantic situation?
  If you have only met one half of the couple, you are basically signing on for a third roommate you have never met (which we know is a bad idea). Also, if they are in a serious relationship, you may expect a lot of sleepovers.
• Can you put down a deposit?
  Like any landlord, you need to protect yourself in case your roommate skips out on the rent.
• Is there anything else I should know about you?

  Maybe they forgot to mention new activities they have picked up or whether they have allergies. Let the interviewee take the lead here and let their personality really come through.