The Foreign Service Officer's Departure Checklist

You have your posting assignment. The excitement is real, but so is the to-do list. Your Ottawa home needs to be prepared for your absence, whether that means renting it out, leaving it vacant with oversight, or a combination of both. This checklist covers everything you need to handle before you leave, organized by timeline so nothing slips through the cracks.

6 Months Before Departure

Decide: rent or leave vacant. Most foreign service officers rent their home to offset carrying costs. FSD 16 allows you to collect rental income and still claim certain shelter allowances. If your posting is 12 months or less, leaving the property vacant with a management plan can make more financial sense once you factor in tenant placement and turnover costs.

Engage a property manager early. The best managers in Ottawa book up fast during peak posting season (May through August). Interview at least two. Ask about FSD 16 invoice formatting, emergency response times, and whether they hold their own contractor licenses. A licensed contractor who manages properties is fundamentally different from a property manager who subcontracts everything. Learn more about how Bolden handles property management.

Review your mortgage terms. Some mortgage agreements restrict or prohibit renting without lender consent. Contact your mortgage provider to confirm you can rent your home, and get any required consent in writing. This is especially important for homes with CMHC-insured mortgages, which may have occupancy requirements.

3 Months Before Departure

Switch your insurance. This is the single most overlooked item. Your standard homeowner's policy does not cover a rented property. You need to switch to a landlord policy (also called a rental dwelling policy). Key coverages to confirm:

• Liability coverage for tenant injuries on the property
• Loss of rental income if the property becomes uninhabitable
• Coverage for tenant-caused damage beyond normal wear
• Vacancy clause: if the property sits empty between tenants for more than 30 days, some policies void coverage. Confirm the vacancy window.

Schedule a pre-departure inspection. Have your property manager walk the home with you. Document the condition of every room, every appliance, and every system (HVAC, plumbing, electrical, roof). This baseline inspection protects you in disputes with tenants and provides evidence for insurance claims. Take dated photos and video.

Address deferred maintenance now. That slow drain in the basement bathroom, the furnace that makes a sound during startup, the deck boards that flex when you step on them. Fix everything before you leave. Deferred maintenance becomes emergency maintenance when you are 8,000 km away, and emergency rates are double. See our full list of maintenance services.

1 Month Before Departure

Prepare the tenant package. If renting, your property manager should handle tenant placement, but you need to provide: a spare set of keys (minimum two), appliance manuals and warranty documents, waste collection schedule, parking instructions, and any neighbourhood-specific rules (HOA, snow removal responsibilities, shared driveways).

Set up mail forwarding. Canada Post offers mail forwarding for up to 12 months at a time, renewable. Forward all mail to either your property manager's office or a trusted contact. Do not forward to your posting address: international forwarding is unreliable and adds weeks of delay. Your property manager should receive and scan any property-related correspondence.

Utilities and services. Decide which utilities transfer to the tenant and which stay in your name. In Ontario, hydro and water are typically transferred. Gas and internet vary. Your property manager can advise on the local standard. Cancel or pause any services you will not need: lawn care (if the tenant handles it), alarm monitoring (or transfer to the tenant), newspaper delivery.

Gather your documents. Your property manager will need copies of the following:

• Property deed or title
• Current mortgage statement
• Insurance policy (the new landlord policy)
• Property tax assessment
• Condo documents (if applicable: declaration, rules, insurance certificate)
• Utility account numbers
• Spare keys (two sets minimum)
• Your posting dates and contact information abroad

Departure Week

Final walkthrough. Walk the property one more time with your property manager. Confirm the baseline inspection photos are on file. Test all systems: run every faucet, flush every toilet, cycle the HVAC, check the sump pump, confirm the water heater is set to the correct temperature. Lock windows that should stay locked. Secure any personal items that are staying in the home.

Confirm communication channels. You will be in a different time zone. Agree on how your property manager will reach you: email for routine updates, phone or WhatsApp for emergencies. Establish a dollar threshold for autonomous decisions. Most officers set this between $500 and $1,000: below the threshold, the manager handles it and reports after. Above the threshold, they contact you before proceeding.

Sign the management agreement. If you have not already, formalize the property management contract. Key terms to confirm: management fee percentage, lease-up fee, maintenance markup (if any), termination clause, and the annual statement schedule. Your manager should provide FSD 16-formatted invoices monthly.

Breathe. Your home is in good hands. Your property manager has the keys, the documents, and the authority to keep everything running. You will get monthly statements, quarterly inspections, and a year-end tax summary. Focus on your posting.

Ready to Get Started?

Bolden manages Ottawa homes for foreign service officers, military personnel, and professionals posted abroad. We are licensed contractors in Ontario and Quebec, and every invoice we produce is FSD 16 formatted by default. Learn about how it works, explore our services, or book a free departure assessment to get your home ready before your posting.