Ross Business Development

Acknowledgement Receipt of Required Docs - MI

$20

Use this form to document that all required forms have been provided at MI. The difference between the Acknowledgement used at MI and the Acknowledgement used at AR is that the Acknowledgement used at MI includes acknowledgement of receipt of required VAWA forms which are not required at AR.

Agreement CoSigner

$20

If the owner/agent’s TSP allows applicant approval with a Co-signer, the owner/agent should have an agreement with the co-signer establishing their obligations. This document should be reviewed by the owner/agent’s legal counsel before implementation.

Agreement Pet Deposit

$20

This is a Memorandum of Understanding about the Pet Deposit and how it is used. OAs should review this Agreement to ensure it complies with HUD and local requirements surrounding Pet Deposits. HUD does not require you to have a Pet Deposit Agreement.

Agreement Pet Deposit Authorization

$20

This is a Memorandum of Understanding about the Pet Deposit and how it is used. This form can be used to authorize the owner/agent to apply the pet deposit to pet damages and to use the balance to pay for other charges such as outstanding rent and fees.

Agreement Security Deposit

$20

This is a Memorandum of Understanding about the Security Deposit and how it is used. OAs should have legal counsel review this Agreement to ensure it complies with HUD and local requirements surrounding Security Deposits. HUD does not require you to have a Security Deposit Agreement.

Checklist EIV 120 Day Post Move In HOTMA

$20

Updated for HOTMA and/or TRACS 2.0.3.A
Owner/agents must not implement HOTMA EIV Changes until HOTMA compliant site software is available and implemented. Use this checklist to document review of EIV reports 120 days after the submission of a Move-in or an IR adding a new member. Review of the Income Discrepancy Report has been removed. Previous to implementation of HOTMA, the requirement is to review these reports, including the Discrepancy Report, within 90 days of submitting a Move-in Certification/Initial Certification or an IR adding a new member.

Checklist EIV 90 Day Post Move In (Pre-HOTMA)

$20

Previous to implementation of HOTMA, the requirement is to review EIV Income Reports within 90 days of submission of a Move-in/IC or an IR adding a new member. Use this checklist to document review of EIV reports within 90 days of submitting a Move-in/IC or an IR adding a new member. Owner/agents must review the Income Report and the Income Discrepancy Report.

Checklist EIV AR/IR (Pre-HOTMA)

$20

Pre-HOTMA, review of the EIV Income Reports is required at AR and IR, regardless of the reason for the IR. Owner/agents are required to review the EIV Income Discrepancy Reports. This checklist includes the EIV Discrepancy Workbook.

Checklist File MI

$20

HUD does not provide a “HUD approved” File Checklist. This is a sample. It should be edited to conform to your management company’s policy and procedure.

Checklist Unit Inspection Make Ready

$20

This sample make-ready checklist provides a comprehensive list of tasks to be completed after a unit is vacated. If you don’t have a make-ready checklist, this sample should help you develop one. These checklists were created to assist in documenting the make ready process. Be sure to review and modify to reflect your company’s process. If your property is working to improve energy efficiency, you may want to add any relevant tasks as part of the make ready process.

Checklist Unit Inspection Move In

$20

This checklist was created to help prepare for the MOR and to assist in documenting the unit inspection process. Be sure to review and modify to reflect your company’s process. HUD also provides a different unit inspection form.

Consent Contact Electronic

$20

This document can be used to obtain alternative contact information for each resident. Alternative contact information could be cell phone numbers, email addresses, etc. This allows you to email or text information to each resident and to provide documents in electronic format versus paper except as required by regulation..

Consent HUD Disclosure of EIV Information

$20

In HUD Notice 13-06, HUD clarified that EIV information can only be disclosed 1) to people participating in the certification process 2) only with written permission. HUD added a sample form with the release of the HUD Notice 11-21. Subsequently, this form was added to HH 4350.3 Exhibit 9-4 in December 2013. This requirement applies to adult household members. We have taken the PDF version in the notice and converted it to Microsoft Word. Please note that this version is available for free on our RBD EIV Resource Page.

Consent Release Animal

$20

Review by appropriate legal counsel is strongly recommended. Many states have specific requirements that must be followed.
This form can be used to obtain written consent to release an animal to someone in the case of hospitalization, death, incarceration or abandonment. It is STRONGLY recommended that you seek legal counsel before implementing this form. State laws must be considered.

Consent Release Contents

$20

Review by appropriate legal counsel is strongly recommended. Many states have specific requirements that must be followed.
This form can be used to obtain written consent to release the contents of the unit to someone in the case of hospitalization, death, incarceration or abandonment. It is STRONGLY recommended that you seek legal counsel before implementing this form. State laws must be considered.

Consent Release General

$20

HUD does not provide a “HUD approved” general release document. HUD Form 9887 and 9887A provide some provisions for release of information. This is a sample general release form. It should be edited to conform to your management company’s policy and procedure. It is STRONGLY recommended that you seek legal counsel before implementing this form. State laws must be considered.

Consent Release Utility Usage Information

$20

HUD released a sample consent as part of HUD Notice 2015-04. This is a modified sample. It should be edited to conform to your management company’s policy and procedure.

Consent to Disclose Tenant File to a 3rd Party

$20

The Privacy Act requires that you obtain consent if you are going to disclose the applicant/tenant file to any other person. This sample consent can be used if the applicant or resident wants to complete a form rather than write out their own consent.

Consent to Notify in Case of Death Incarceration Hospitalization or Abandonment

$20

Review by appropriate legal counsel is strongly recommended. Many states have specific requirements that must be followed.
This form can be used to obtain written consent to contact someone in the case of hospitalization, death, incarceration or abandonment. It is STRONGLY recommended that you seek legal counsel before implementing this form. State laws must be considered.

Consent Utility Reimbursement to Utility Provider

$20

This form may be used to document a resident's consent to send any Utility Reimbursement to the Utility Provider

Lease Addendum 515/8 Properties

$50

The HUD model lease in Appendix 4-A must be used at Rural Housing Service’s (RHS) Section 515 projects that have Section 8 assistance. HH 4350.3 Exhibit 6-2 contains the lease provisions required by RHS. Owners will be responsible for ensuring that any RHS required provisions not already included in the HUD model lease are added to the lease as an addendum. The lease addendum must be reviewed and approved by HUD or the Contract Administrator, ensuring the addendum does not include provisions that conflict with HUD requirements or regulations. The RHS required lease provisions are also provided in Attachment 6-E of the USDA MFH Asset Management Handbook, HB-2-3560. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Addendum Accessible Unit

$50

When a resident requires and rents an accessible unit, owner/agents may want to have these residents sign a lease addendum stating that, if, in the future, the family no longer needs the features of the accessible unit and if there is an applicant/resident that needs an accessible unit, the family will move to an appropriate available unit at their own expense. This addendum is suggested but not required. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Addendum Accessible Unit - No Need

$50

This addendum is not required by HUD. This Addendum is used when an accessible unit is rented to a family that does not require accessibility features. The family agrees to move to a standard unit at their own cost, if the owner/agent makes such a request because a family that needs the accessibility features is now on the waiting list. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Addendum Adult Child in 202/8

$50

This addendum is not required by HUD but is recommended when an adult child/grandchild moves into a 202/8 unit with an adult. Much like a Live-in Aide addendum, this is used to advise the adult child that they have no rights to the unit as a remaining family member. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Addendum for Bed Bugs

$50

This addendum is not required by HUD. If you wish to implement a Bed Bug Addendum, this version may assist you in developing your own version. This IS NOT a pre-approved addendum. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Addendum Larger Unit

$50

This addendum is not required by HUD. Use this Addendum when a new family is being moved in to a unit that is too large based on occupancy standards. Per HUD rules, this is only done when no one on the waiting list needs a unit of the same size. This Addendum indicates that the resident agrees to move to an appropriate size unit if one becomes available and if an applicant on the waiting list needs the larger unit. The Addendum also stipulates that the resident will pay moving expenses. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Addendum Live-in Aide PRAC

$50

Live-in Aide Addendums are strongly recommended by HUD. Any new addendum must be approved by HUD before you begin using it. If you wish to implement a Live-in Aide Addendum, this version may assist you in developing your own version. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Addendum Live-in Aide S8

$50

Live-in Aide Addendums are strongly recommended by HUD. Any new addendum must be approved by HUD before you begin using it. If you wish to implement a Live-in Aide Addendum, this version may assist you in developing your own version. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Addendum Mold/Mildew

$20

This addendum is not required by HUD. This addendum can be provided to a to ensure they comply with the rules regarding reports of mold or mildew in the unit. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Addendum Right to Pet S8 Elderly

$50

Section 8 properties with an elderly designation (not preference) must create a "Right to a Pet" Addendum if using HUD Model Lease 90105A. This sample uses wording provided in the other HUD 90105 leases. This IS NOT a pre-approved addendum. You must obtain approval before implementing. If the property is RAD for PRAC, an alternate version is available on HUD’s web site at https://www.radresource.net/get2clibrary.cfm?did=84

Lease Addendum Security Deposit Adjustment

$50

This addendum is not required by HUD. This addendum can be used to show that the original Security Deposit collected has been adjusted. This IS NOT a pre-approved addendum. You must obtain approval before implementing.

Lease Attachment Lead-based Paint Disclosure

$50

If your property was constructed prior to 1978, and if the property has not been certified as Lead-based paint free and if you house any member under the age of six, you must provide a Lead-based Paint Disclosure as an attachment to the lease. This is a sample that can be used to assist in creating your own disclosure. This does not require HUD approval.

Lease Cover Electronic

$20

This lease cover letter can be used when owner/agents are providing the lease using electronic transmission and eSignature. The cover letter provides information about utilities, changing move-in dates, etc.

Lease Cover Paper

$20

This lease cover letter can be used when owner/agents are providing the lease using paper form. The cover letter provides information about utilities, changing move-in dates, etc.

Notice App – Unit Offer No Unit Available

$20

Use the Notice to extend a unit offer when the current resident has given notice but has not moved out. This notice is specifically designed for owner/agents who only extend the unit offer when the unit is vacant.

Notice App – Unit Offer Unit Available

$20

When a unit is vacant and has become available because rehab is complete or when a unit is vacant because the resident left unexpectedly, the owner/agent can extend a unit offer and work with the resident to coordinate the move-in date. Use this Notice when the owner/agent wishes to extend a unit offer and the unit is currently available.

Notice App Unit Offer No Unit Available

$20

Use this notice to extend a conditional unit offer when the current resident has given notice but has not moved out. This notice is specifically designed for owner/agents who extend a conditional unit offer when the unit is not vacant.

Notice App Unit Offer Unit Available

$20

When a unit is vacant and has become available because rehab is complete or when a unit is vacant because the resident left unexpectedly, the owner/agent can extend a unit offer and work with the resident to coordinate the move-in date. Use this Notice when the owner/agent wishes to extend a unit offer and the unit is currently available.

Notice Deductions Response for Dispute Regarding Credit Care

$20

Use this notice to assist when responding to a dispute when costs associated with Credit Care are not included on the 50059.

Notice EIV Disability Conflict

$20

This notice is used to advise residents that they have not specified that they are disabled, yet the EIV Disability Indicator shows that they are disabled. YOU MAY NOT USE EIV TO VERIFY DISABILITY. SEE HH 4350.3 R1, PARAGRAPH 3-28.

Notice Hardship Exemption Minimum Rent Approval

$20

Section 8 Only. This Notice is used to inform residents that their request for a Hardship Exemption related to the Section 8 $25 Minimum Rent has been approved. This Notice also explains the resident's responsibilities.

Notice Hardship Exemption Minimum Rent Denial

$20

Section 8 Only. This Notice is used to inform residents that their request for a Hardship Exemption related to the Section 8 $25 Minimum Rent has been denied.

Notice Hardship Exemption Minimum Rent End

$20

Section 8 Only. This notice is used to inform residents that their S8 Minimum Rent Hardship Exemption related to the Section 8 $25 Minimum Rent is ending.

Notice Term Assistance Fail to Sign Consent 9887 (Pre-HOTMA)

$20

Use this notice when a resident turns 18 but fails to respond to requests to sign required 9887. This Pre-HOTMA version includes current signature requirements for the 9887 specifically stating that the form is signed annually. Do not use for PRAC. There is no termination of assistance for PRAC.

Notice Term Assistance Fail to Sign Consent 9887 HOTMA

$20

Updated for HOTMA and/or TRACS 2.0.3.A
Use this notice when a resident turns 18 but fails to respond to requests to sign required 9887. This HOTMA version includes new signature requirements for the 9887 specifically stating that the form is signed once unless the resident moves out, assistance is terminated to the resident revokes consent. Do not use for PRAC. There is no termination of assistance for PRAC.

Notice Term Assistance Fail to Sign Consent Utilities

$20

Use this notice when residents fail to provide consent necessary for obtaining utility expense history needed when submitting the utility allowance baseline. Do not use for PRAC. There is no termination of assistance for PRAC.

Notice Unit Offer

$20

Use this notice to advise an applicant or resident that a unit is available and made ready. Applicants have a limited amount of time to respond before the owner/agent will offer the unit to the next family on the waiting list.

Registration Animal

$50

Use this registration when applicants/residents are required to register pets and/or assistance animals.

Registration Caregiver

$50

Use this registration when applicants/residents are required to register caregivers.

Registration Vehicle

$50

Use this registration when applicants/residents are required to register vehicles that will be parked on the property.

Request – Hardship Exemption

$20

New Form To Be Implemented When HOTMA is Implemented.
Hardships Exemptions Apply To All Multifamily Housing Programs. This request can be used by residents or applicants to request a Hardship Exemption related to deductions. Hardship Exemptions apply to all HUD MFH Programs

Request Hardship Exempt Minimum Rent

$20

Section 8 Only. Minimum Rent applies only to the Section 8 program. Section 8 residents may use this form to Request a Hardship Exemption related to the $25 Section 8 Minimum Rent.

S504 Coordinator Contact

$20

Use this form to post information or provide an electronic notification about your Section 504 Coordinator. You are required to assign a Section 504 Coordinator if you employ 15 or more people regardless of their locations or duties. See HH 4350.3 R1, Paragraph 2-29 for additional information.

Self Certification Anticipated Child

$20

This form can be used by a resident to self-certify the upcoming addition of a child as a result of pregnancy, adoption or fostering. Per HH 4350.3 family self-certifications must be notarized or witnessed.

Self Certification Joint Custody

$20

This form is used when two families share custody of one child AND BOTH FAMILIES RECEIVE HUD HOUSING ASSISTANCE. This form helps property managers gather the information needed to correctly calculate the assistance payment including the percentage of time the child lives in your unit, unearned income and appropriate deduction information.

Self Certification of Employment Income - New Employment

$20

The form is used to document residents' response when there is new employment, the employer will not respond to verification requests and the resident does not have proper documentation (not enough pay stubs). This advises the resident that the owner/agent will not delay IR.

Self Certification Receipt of Required Documents at MI

$25

Use this form to document that all required forms have been provided at MI/IC. As of 9/1/2024, HUD has not provided the new 9887 Package or the new HUD FACT Sheet – How Your Rent is Determined. Once those forms are released, owner/agents will update the FACT Sheet How Your Rent is Determined, but still distribute each year at MI and AR. Once the new 9887 is released, owner/agents will be required to provide this document 1) when an applicant is at the top of the waiting list (eligibility interview), 2) when a new adult is added, 3) when a minor turns 18 and 4) if subsidy is terminated then reinstated. This form will not be required at each AR ONCE HUD RELEASES THE NEW 9887 – EXPECTED IN LATE 2023 OR EARLY 2024) Use this form to document that all required forms have been provided at MI/IC.

Self-certification No Child Support

$20

This form can be used as an affidavit that the resident does not receive awarded child support. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.

Self-certification No Rental History

$25

This self-certification can be used when an applicant has no formal rental history. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed.

Self-certification No SSN (Pre-HOTMA)

$25

Anytime a member cannot provide an SSN or adequate documentation to verify the SSN, owner/agents should advise the member of the requirements. This form can be used to communicate HUD's rule. This is very important when a minor under the age of six is added to a household because the family has 90 days to provide the SSN and adequate documentation to verify the SSN. Failure to do so will result in termination. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed. This Pre-HOTMA version calls for termination of tenancy when required SSNs are not produced.

Self-certification Use of Funds – Representative Payee

$20

Owner/agents may use this form when a resident receives benefits, but those benefits are paid to a Representative Payee. The income must be associated with the recipient (not the Representative Payee) and the asset where the money is deposited is essentially owned by the recipient (not the Representative Payee). When a minor is part of a joint custody arrangement, the income and the asset are associated with the family taking advantage of the $480 Dependent Deduction. Per HH 4350.3 Paragraph 5-13, family self-certifications must be notarized or witnessed

Verification Assets - Life Insurance

$20

Use this form when a resident owns a life insurance policy and information is needed to determine the cash value of the policy and the income from the asset.

Verification Assets Annuity

$20

Use this form to verify information about the asset value of or income generated by an annuity.

Verification Assets Bank Account (Pre-HOTMA)

$20

Use this form to request information about accounts and account balances directly from a bank. This form still asks for an average balance over six months for checking accounts and asks for the current balance for all other accounts.

Verification Assets Bank Account HOTMA

$20

Updated for HOTMA and/or TRACS 2.0.3.A
Use this form to request information about accounts and account balances directly from a bank. Owner/agents may use current statements to verify the cash value of bank accounts. That is the preferred method. Under HOTMA, sending a verification directly to the bank is done when the resident cannot provide adequate statements. With the implementation of HOTMA owner/agents are to use current balances for checking accounts rather than a six month average. If you implement any HOTMA changes before HOTMA compliant software is available, you must document the tenant file.

Verification Assets Direct Express

$20

Use this form to verify the balance for a Direct Express Debit Card when the owner/agent does not wish to copy the card.

Verification Assets on Deposit

$20

Use this form to inquire about types of assets on deposit from any financial institute. This Pre-HOTMA version asks for a six month average balance for checking accounts and asks about the current value of retirement accounts.

Verification Assets on Deposit HOTMA

$20

Updated for HOTMA and/or TRACS 2.0.3.A
Use this form to inquire about types of assets on deposit from any financial institute. This HOTMA version asks for a current balance for checking accounts and allows for exclusion of retirement accounts.

Verification Assets Real Estate Holdings

$20

Use this form to verify the value of real property and the cost to sell the property.

Verification Assets Whole or Universal Life Insurance

$20

Use this form to verify the cash value of any whole life insurance policy or any universal life insurance policy.

Verification Deduction Child Care/Attendant Care

$20

Use this form to verify Childcare Expenses or Attendant Care used for the Disability Assistance Expense (Attendant Care & Auxiliary Apparatus Expense under HOTMA) when a disabled person requires care/supervision to enable an adult household member to work.

Verification Deduction Medical Expense

$20

Use this generic medical expense verification form to request record of expenses for the last year.

Verification Deduction Medical Expense Caregiver

$20

Use this form to verify the medical expense deduction for a caregiver.

Verification Deduction Medical Over the Counter Products (Pre-HOTMA)

$20

Use this form to verify that over-the-counter products are used to treat a specific medical condition. Costs of items used for general good health are not included when determining the Medical Expense Deduction.

Verification Deduction Medical Over the Counter Products HOTMA

$20

Updated for HOTMA and/or TRACS 2.0.3.A
Use this form to verify that over-the-counter products are used to diagnose, prevent or treat a specific medical condition which is the new requirement under HOTMA. Costs of items used for general good health are not included when determining the Medical Expense Deduction. If you implement any HOTMA changes before HOTMA compliant software is available, you must document the tenant file.

Verification Eligibility Disability 811 PRAC

$20

Use this form as an alternative to HUD’s form to verify eligibility based on disability for HUD's 811 PRAC properties. See HH 4350.3 R1, Paragraph 3-28 for acceptable alternatives for this form.

Verification Eligibility Disability S8

$20

Use this form to verify eligibility based on disability for HUD's Section 8 Elderly and HUD's 202/8 properties. Please refer to HH 4350.3 Revision 1, Paragraph 3-17 to obtain more information about disability eligibility for the Section 8 family and elderly program (not 202/8). Also see HH 4350.3 R1, Paragraph 3-28 for acceptable alternatives for this form.

Verification Eligibility HUD Assistance

$20

Use this form to request verification from the landlord indicated in EIV, if the EIV Existing Tenant Search indicates that an applicant is receiving assistance in another residence that was not disclosed.

Verification Employment Income Dispute EIV

$20

When a resident disputes employment records displayed in EIV, owner/agents must attempt to conduct third-party verification with the employer. This verification can be used to notify an employer that they may have keyed an employee’s Social Security incorrectly or that an employee may be using your resident’s Social Security Number.

Verification GR Utility Expenses

$20

Use this document to obtain verification of utility expenses for an existing resident.

Verification Income Employment

$20

Use this form to contact an employer directly and verify date of hire and income.

Verification Income Gifts or Regular Contributions

$20

Use this form to obtain third-party verification from a person or organization who is providing gifting income or regular contributions to a resident.

Verification Income Personal Loan

$20

Use this form to verify regular contributions that should be treated as a loan instead of income.

Verification Income Work Study

$20

Use this form to verify if income from a “work study” or Job Training program should be excluded from the family’s income calculation. If the verifier answers “yes” to any of the clarification questions, then the income should be excluded based on guidance provided in HH 4350.3 R1, Exhibit 5-1.

Verification IR Permanent Address

$20

Use this form to verify that a current resident has moved out of a unit. This form is commonly used when the owner/agent has evidence that the resident has not truly moved out of the unit. See HH 4350.3 Paragraph 3-27 for additional information about verifying housing composition.

Verification Move-out

$20

Some owner/agents are struggling to keep new residents compliant with single subsidy requirements. This document may help assist with the effort. If an applicant is currently receiving assistance in another HUD assisted residence, owner/agents may want to verify move-out before allowing the resident to move into the new unit. This will help ensure compliance with the single subsidy rule and may assist in resolving disputes that may come up in the future.

Verification Oral Phone

$20

If you conduct oral/phone verification, you must do so in compliance with HH 4350.3 R1, Paragraph 5-18. This form helps you document phone verification in compliance with HUD requirements.

Verification Oral Phone Investment

$20

Use this form when collecting verification information by phone by contacting the bank or financial institution in charge of managing a resident’s IRA or 401K account.

Verification Review of Documents

$20

If you conduct verification but you cannot copy the verification documents, you must note the file in a manner that is in compliance with HH 4350.3 R1, Paragraph 3-13. This form helps you document verification in compliance with HUD requirements.

Worksheet - Assets Rate of Return

$25

Use this worksheet to calculate the projected rate of return for investments that earn income based on the stock market performance. Options are to 1) use the current year rate of return and project for a full year, 2) use the average rate of return for the two years prior to the year of the certification or 3) use the average rate of return for the three years prior to the year of the certification. Calculations are included and property management professionals only need to include values noted in green.

Worksheet - Medical Mileage

$25

Use this Excel Worksheet to calculate and document medical mileage amounts used as part of the Medical Expense Deduction for qualified families. This form currently shows the 2025 IRS mileage rate of 21 cents per mile. This rate should be updated annually. https://www.irs.gov/tax-professionals/standard-mileage-rates

RBD FASTForms Individual Forms