16+ Hostel Vacating Letter Format – Templates, Wordings, Tips

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Hostel Manager’s Name]

[Hostel Name]

[Hostel Address]

[City, State, ZIP Code]

Subject: Request for Hostel Vacating

Respected [Hostel Manager’s Name],

I hope this letter finds you well. I am writing to formally request to vacate my hostel room as I am completing my [mention the reason, e.g., course, semester] and will no longer be requiring accommodation in the hostel.

Details of the student:

• Name: [Your Full Name]
• Room Number: [Your Room Number]
• Course: [Your Course]
• Roll Number: [Your Roll Number]

I kindly request you to initiate the necessary procedures for my hostel room vacating process. If there are any formalities or documents required from my end, please inform me, and I will ensure prompt completion.

I would like to express my gratitude for the accommodation and facilities provided by [Hostel Name]. I have had a positive experience during my stay, and I appreciate the support of the hostel management.

Thank you for your understanding and cooperation in this matter. I look forward to a smooth vacating process.

Sincerely,

[Your Full Name]

[Your Roll Number]

[Your Contact Information]

[Your Name]
[Your Address]
[City, State Zip Code]
[Your Contact Information]
[Date]

[Hostel Management Name]
[Hostel Address]
[City, State Zip Code]

Dear Sir/Madam,

I am writing to inform you that I will be vacating my hostel room on [date]. I have found alternative accommodation that better suits my needs.

I would like to thank you for the excellent services that I received during my stay at the hostel. I have enjoyed my time here, and I appreciate all the efforts made by the hostel management to make my stay comfortable.

Please find enclosed the keys to my hostel room. I would also like to provide my forwarding address, which is [Your New Address]. I request you to send any mail or correspondence to this address.

I would also like to mention that I have cleared all outstanding dues and rent up to date.

Thank you once again for your assistance and understanding. If you require any further information, please do not hesitate to contact me.

Sincerely,

[Your Name]

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Hostel Manager’s Name]

[Hostel Name]

[Hostel Address]

[City, State, ZIP Code]

Subject: Hostel Accommodation Exit Letter

Respected [Hostel Manager’s Name],

I trust this letter finds you well. I am writing to formally inform you of my decision to exit the hostel accommodation. My name is [Your Full Name], and I am currently residing in [Your Room Number] at [Hostel Name].

Details of the student:

• Name: [Your Full Name]
• Room Number: [Your Room Number]
• Course: [Your Course]
• Roll Number: [Your Roll Number]

Due to [mention the reason, e.g., completion of course, relocation], I will no longer require accommodation in the hostel. I kindly request your assistance in completing the necessary exit procedures.

I am committed to clearing any pending dues or fulfilling any formalities required for the smooth vacating process. Please provide guidance on the steps I need to take to ensure a prompt and seamless exit.

I would like to express my gratitude for the support and facilities provided during my stay at [Hostel Name]. It has been a positive experience, and I appreciate the efforts of the hostel management.

Thank you for your understanding and cooperation. I look forward to completing the exit process as per the hostel’s guidelines.

Sincerely,

[Your Full Name]

[Your Roll Number]

[Your Contact Information]

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Hostel Manager’s Name]

[Hostel Name]

[Hostel Address]

[City, State, ZIP Code]

Subject: Request for Hostel Room Vacation

Respected [Hostel Manager’s Name],

I trust this letter finds you in good health. I am writing to formally request permission for a vacation from my hostel room. My name is [Your Full Name], and I currently reside in [Your Room Number] at [Hostel Name].

Details of the student:

• Name: [Your Full Name]
• Room Number: [Your Room Number]
• Course: [Your Course]
• Roll Number: [Your Roll Number]

I am planning to be away from the hostel during the period from [start date] to [end date]. The reason for this vacation is [mention the reason, e.g., personal commitments, family event]. I assure you that my absence during this time will not disrupt the normal functioning of the hostel.

I am committed to fulfilling any necessary formalities or providing any required documentation before my departure. Please guide me on the specific procedures to follow to ensure a smooth vacation process.

I appreciate your understanding and cooperation in this matter. I look forward to your approval for my hostel room vacation request.

Thank you for your attention to this request.

Sincerely,

[Your Full Name]

[Your Roll Number]

[Your Contact Information]

[Your Name]
[Your Address]
[City, State ZIP Code]
[Date]

[Hostel Name]
[Hostel Address]
[City, State ZIP Code]

Dear Sir/Madam,

I am writing this letter to inform you that I will be vacating my hostel room on [Date], as my course has ended and I will be returning home. I kindly request you to accept this letter as a formal notice of my intention to vacate the room.

As per the hostel rules, I will ensure that the room is cleaned and all the furniture and fixtures are in the same condition as when I arrived. Please let me know if there are any additional formalities that need to be completed before vacating the room.

I would like to thank you and the hostel staff for providing a comfortable and safe accommodation during my stay. I have enjoyed my time here and will recommend the hostel to my colleagues and friends.

Please let me know if there are any further instructions or information that I need to be aware of.

Thank you for your cooperation.

Sincerely,

[Your Name]

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Hostel Manager’s Name]

[Hostel Name]

[Hostel Address]

[City, State, ZIP Code]

Subject: Hostel Departure Notice

Respected [Hostel Manager’s Name],

I hope this letter finds you well. I am writing to formally notify you of my departure from the hostel. My name is [Your Full Name], and I have been residing in [Your Room Number] at [Hostel Name].

Details of the student:

• Name: [Your Full Name]
• Room Number: [Your Room Number]
• Course: [Your Course]
• Roll Number: [Your Roll Number]

I would like to express my gratitude for the support and accommodation provided during my stay at [Hostel Name]. Due to [mention the reason, e.g., completion of course, relocation], I will no longer require hostel accommodation.

I am committed to completing any necessary formalities, clearing pending dues, or providing any required documentation to ensure a smooth departure process. Please guide me on the specific steps I need to take.

I appreciate your understanding and cooperation in this matter. I would like to thank the hostel management for maintaining a conducive living environment.

Thank you for your attention to this matter. I look forward to a seamless departure from the hostel.

Sincerely,

[Your Full Name]

[Your Roll Number]

[Your Contact Information]

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Hostel Manager’s Name]

[Hostel Name]

[Hostel Address]

[City, State, ZIP Code]

Subject: Hostel Room Checkout Notice

Respected [Hostel Manager’s Name],

I trust this letter finds you well. I am writing to officially inform you of my intention to check out of the hostel. My name is [Your Full Name], and I have been residing in [Your Room Number] at [Hostel Name].

Details of the student:

• Name: [Your Full Name]
• Room Number: [Your Room Number]
• Course: [Your Course]
• Roll Number: [Your Roll Number]

I would like to express my sincere appreciation for the accommodation and facilities provided during my stay. Due to [mention the reason, e.g., completion of course, relocation], I will be vacating the hostel.

I am committed to fulfilling any pending formalities, clearing dues, or providing any necessary documentation for a smooth checkout process. Please advise me on the specific steps I need to take.

I would like to thank the hostel staff and management for their support and cooperation throughout my stay. I have had a positive experience at [Hostel Name].

Thank you for your understanding, and I look forward to a seamless checkout process.

Sincerely,

[Your Full Name]

[Your Roll Number]

[Your Contact Information]

[Your Name]
[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Hostel Manager’s Name]

[Hostel Name]

[Hostel Address]

[City, State, ZIP Code]

Subject: Hostel Leaving Notice

Respected [Hostel Manager’s Name],

I trust this letter finds you well. I am writing to formally inform you of my decision to leave the hostel. My name is [Your Full Name], and I have been residing in [Your Room Number] at [Hostel Name].

Details of the student:

• Name: [Your Full Name]
• Room Number: [Your Room Number]
• Course: [Your Course]
• Roll Number: [Your Roll Number]

I am grateful for the accommodation and support provided during my stay at [Hostel Name]. Due to [mention the reason, e.g., completion of course, relocation], I will no longer require hostel accommodation.

I am committed to completing any necessary formalities, clearing pending dues, or providing any required documentation for a smooth departure. Please guide me on the specific steps I need to take.

I appreciate your understanding and cooperation in this matter. I would also like to extend my gratitude to the hostel management for maintaining a conducive living environment.

Thank you for your attention to this matter. I look forward to a seamless leaving process.

Sincerely,

[Your Full Name]

[Your Roll Number]

[Your Contact Information]

Subject: Notice of Intention to Vacate Hostel Room

Dear [Hostel Name],

I am writing to inform you that I will be vacating my hostel room on [Date], as my course has ended, and I will be returning home. Please consider this email as a formal notice of my intention to vacate the room.

As per the hostel rules, I will ensure that the room is cleaned and all the furniture and fixtures are in the same condition as when I arrived. Please let me know if there are any additional formalities that need to be completed before vacating the room.

I would like to take this opportunity to thank you and the hostel staff for providing me with a comfortable and safe accommodation during my stay. I appreciate your assistance with any queries or issues that I had during my stay.

Please let me know if there are any further instructions or information that I need to be aware of.

Thank you for your cooperation.

Sincerely,

[Your Name]

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Hostel Manager’s Name]

[Hostel Name]

[Hostel Address]
[City, State, ZIP Code]

Subject: Hostel Room Clearance Letter

Respected [Hostel Manager’s Name],

I hope this letter finds you well. I am writing to officially request clearance for my hostel room. My name is [Your Full Name], and I have been residing in [Your Room Number] at [Hostel Name].

Details of the student:

• Name: [Your Full Name]
• Room Number: [Your Room Number]
• Course: [Your Course]
• Roll Number: [Your Roll Number]

As I am preparing to vacate the hostel, I am committed to completing the clearance process and ensuring that the room is returned in good condition. I request your guidance on the specific steps and requirements for room clearance.

I understand that a thorough clearance is essential to maintain the hostel’s standards. I will make sure that all personal belongings are removed, and the room is left in a clean and organized state.

Please provide details regarding the clearance process, any necessary forms to fill, and any other requirements to facilitate a smooth clearance.

I appreciate your attention to this matter and thank you in advance for your cooperation.

Sincerely,

[Your Full Name]

[Your Roll Number]

[Your Contact Information]

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Hostel Manager’s Name]

[Hostel Name]

[Hostel Address]

[City, State, ZIP Code]

Subject: Hostel Room Handover Letter

Respected [Hostel Manager’s Name],

I trust this letter finds you well. I am writing to formally hand over the hostel room that I have been occupying. My name is [Your Full Name], and I have been residing in [Your Room Number] at [Hostel Name].

Details of the student:

• Name: [Your Full Name]
• Room Number: [Your Room Number]
• Course: [Your Course]
• Roll Number: [Your Roll Number]

I would like to express my gratitude for the accommodation and support provided during my stay at [Hostel Name]. As I am vacating the hostel due to [mention the reason, e.g., completion of course, relocation], I am committed to ensuring a smooth and orderly handover of the room.

I have thoroughly cleaned and organized the room, and all personal belongings have been removed. I have attached an inventory list of the items present in the room for your reference.

I appreciate your guidance on the handover process, and I am open to any additional steps or requirements necessary to complete the handover.

Thank you for your understanding and cooperation in this matter.

Sincerely,

[Your Full Name]

[Your Roll Number]

[Your Contact Information]

Attachment: Room Inventory List