CareCheck
Community Fees and Refund Language
Key takeaways
- Nearly every community charges a one-time fee at move-in — commonly $2,000–$6,000 — separate from rent and the deposit.
- The community fee is usually non-refundable once the resident moves in, sometimes as soon as it is paid.
- A refundable security deposit is a different commitment from a non-refundable fee, even at the same dollar amount.
- Get the refund terms and timeline in writing, and check them against any move-in offer.
Nearly every assisted living community charges a one-time fee at move-in, separate from rent and separate from the security deposit. Families are often surprised by both its size and its terms.
What the community fee is
Also called an entrance fee, move-in fee, or administrative fee. It is commonly $2,000–$6,000 and is described as covering apartment preparation, assessment, and administrative setup. It is usually non-refundable once the resident moves in, and sometimes non-refundable as soon as it is paid.
Community fee vs. security deposit
These are different. The security deposit is normally refundable, less any damage or unpaid charges, on a stated timeline after move-out (often 30–60 days). The community fee is normally not refundable at all. Make sure the agreement labels each one clearly.
When the offer and the agreement disagree
A written offer sometimes states a reduced or waived community fee as an incentive. If the residency agreement then states the full amount with no mention of the waiver, that is a conflict to resolve in writing before signing — the signed agreement typically controls.
Refund language to read closely
Look for: the exact refund timeline, what can be deducted, whether a prorated month is refunded on move-out or death, and whether prepaid care or meal amounts are returned. "Prorated" and "no refund for partial months" are very different. Some states settle this for you — Florida, for example, requires a prorated refund of unused payments within 45 days — so check your state's rule before accepting a no-partial-month term.
Deposits held against a future move-in
If you pay to hold an apartment before move-in, confirm whether that amount is applied to the first month, refundable if plans change, and for how long the hold lasts.
Questions worth asking in writing
- Is the community fee refundable — before move-in, and after?
- What is the security-deposit refund timeline, and what can be deducted?
- If the resident moves out or passes away mid-month, is that month prorated?
- The offer mentions a reduced community fee — can that be written into the agreement?
Have the actual documents?
CareCheck reads the residency agreement, fee schedule, care assessment, and any written offer as one set — pulling out every fee, linking each to the page it came from, and flagging where the documents disagree.
Check a contract Try the cost calculatorFrequently asked questions
What is an assisted living community fee?
A community fee is a one-time charge paid at move-in, often equal to about one month's rent, that communities describe as covering apartment preparation and administration. It is usually separate from any refundable security deposit, and whether any part of it is refundable depends on the contract and state law.
Is the assisted living community fee refundable?
Often it is not, or only partly, and only within a short window after move-in. Read the refund clause for the exact schedule, what happens if the resident dies or moves out early, and how long the community has to pay a refund. Some states regulate these refunds, so the rule varies.
Can you negotiate or waive the community fee?
Frequently, yes. Communities with open apartments sometimes reduce or waive the community fee, especially near the end of a month or quarter. Ask, and make sure any reduction is written into the agreement rather than promised verbally.
Related guides
Sources
- SB 433 (Wahab) bill analysis — Assembly Committee on Human Services, July 15, 2025 — California State Assembly Committee on Human Services
- Florida Statutes 429.24 Contracts — The Florida Legislature (Online Sunshine)
- Sec. 144G.50 MN Statutes — Assisted Living Contract Requirements — Minnesota Office of the Revisor of Statutes
- Compendium of Residential Care and Assisted Living Regulations and Policy: 2015 Edition Executive Summary — Office of the Assistant Secretary for Planning and Evaluation, U.S. Department of Health and Human Services